Budgets & controls

Spend with a plan. Approve with a trail.

Set budgets and have spending checked against them. Write approval rules for the things that matter, choose exactly what each person can reach, and keep an audit log of changes.

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Bill BILL-0043 · Zenith Power Ltd

₦142,500.00 · Bills over ₦100,000 need two approvals

Waiting

Requested by Ngozi (accountant)9 Oct, 9:12 am
Finance managerApproved 9 Oct, 10:40 am
DirectorWaiting

You cannot approve what you asked for yourselfRejectApprove

Product illustration with sample data.

How it works day to day

For growing teams, finance managers and organisations that need clear authority over money.

1
Set the budget and the rules for who approves what.
2
Let work flow, with large items waiting for the right people.
3
Review spend against budget and the audit log.

Inside Budgets & controls

What it does

Budgets

Plan the year by account, department or project, then let KudiBooks compare each bill and journal with the line it belongs to. Warn people, or stop the spend until someone approves.

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Dimensions: Budget by department, cost centre, project or any dimension you have set up, and report the same way.
Revisions: Once a budget is approved you change it by moving amounts between lines or making a revised version, so the earlier one is still there to compare with.
Spending control: Choose whether going over a line only warns, or stops the bill or journal from being saved.
Moving money between lines: A virement shifts budget from one line to another, and can need an approver.
Commitments: Purchase orders count against the budget as commitments, so you see what is already spoken for before the bill arrives. You can also enter a commitment by hand.
Budget against actual: Budget, spent and what is left for every line, as at any date.

Approvals

Write a rule such as “bills over ₦100,000 need the finance manager and a director”. Matching items wait for those people, and the system will not let anyone approve their own.

Full feature guide →

Rules by type and amount: Journal entries, bills, supplier credits, payment batches, payment vouchers, expense claims, credit notes, write-offs, requisitions, purchase orders, budget moves, asset disposals, payroll runs and reopening a closed period.
More than one step: Ask for two or three approvals in order, each from a named person or a role.
Delegation: When someone is away, hand their approvals to another person for a time.
Not your own: You cannot approve what you asked for yourself.
An inbox: Waiting for me, and sent by me, with the history of each request.
A record: Who asked, who approved, when, and the reason given for a rejection are kept with the document.

Access and security

Invite your team, an accountant or a social media manager and decide what each can reach. Sensitive settings need two-step sign-in, and the audit log shows who changed what.

Full feature guide →

Roles: Owner, admin, accountant and staff, each with a sensible starting level, plus a limited employee view for people who only need their own leave, payslips and chat.
Only the parts you choose: Give somebody one module and nothing else. A social media manager need not see your books.
Two-step sign-in: Authenticator app codes with recovery codes. Turning it off signs out the other sessions.
Audit log: Changes to the records you rely on, with who made them and when.
Corrections, not edits: Posted entries are reversed, not rewritten, and closed periods refuse new postings.
Each business apart: Every record belongs to one business and is only read in that business’s context.
Take your data with you: Download your records as CSV files that open in Excel or Google Sheets.
Clients are separate: A client’s portal login is not a team login. It reaches only that client’s own projects, invoices and agreements.