5 levelsof budget hierarchy
Department, vendor, accounting category, entity, project, cost center, or location, in any order.
Live budgets from AI-coded spend
Budgets that stay live
AI codes every bill and claim as it arrives. Your budget updates the moment spend is approved.
Request a demoLiveactual and committed
AI codes bills and claims at entry. Approved ones count as committed, paid ones as actual, refreshed within 15 minutes.
Any thresholdalerts to budget owners
Set the warning line yourself (85% by default) and get a second alert at 100%, so owners hear about a line before it is overspent.
Features
Automation and controls at every step.
Budgets on your own dimensions
Stack up to five levels from your own masters, such as department, project or vendor. Parent lines roll up their children automatically.
Updated the moment you approve
AI codes each bill and claim when it arrives, so nothing is re-keyed. Approved spend counts as committed, and paid spend as actual.
Alerts at the line you set
You choose the warning threshold; 85% is only the default. Owners hear when a line reaches it, and again at 100%.
Use Cases
How finance teams use Acua day to day.
Department budgets without the Friday spreadsheet
Finance uploads the plan once. Each department head then sees their own utilization every day.
Project budgets that fill themselves
AI suggests the project code on every bill and claim. Approved spend lands on the right project without a month-end roll-up.
Annual vendor contracts, tracked as they are used
AI matches each invoice to the right vendor, so it draws down the right contract line. The owner hears before the contract value runs out.
One budget view across entities
Add Entity as a level and budget each legal entity in one workspace. Regional finance sees the whole group, and each entity sees its own.
Frequently Asked Questions
Does the budget block spending when a line is used up?
No. Budgets are visibility-first: they never stop a payment or an approval on their own. To enforce a hard limit, add a budget condition to the approval workflow, for example routing anything that would exceed the line to the CFO.
What counts as committed and what counts as actual?
A bill or expense claim that is approved but not yet paid is committed. Once it is marked paid it moves to actual. Utilization is committed plus actual against the plan for the line's current period.
Which spend feeds the budget?
Bills from Accounts Payable and employee expense claims. Purchase requests and purchase orders are visible in procurement but do not consume budget until the bill is approved.
How are foreign-currency bills counted?
Budgets are kept in your base currency, Thai baht for Thai entities. Bills and claims in other currencies are converted at the rate recorded on the document, so a USD subscription still draws down the right line.
Who can see what?
Finance Admins set up and see everything. Budget owners see only the lines assigned to them. Bookkeepers have read-only access for reconciliation. Approvers see the budget impact of the request in front of them.
How quickly do the numbers refresh?
Budget utilization is recalculated on a refresh cycle of at most 15 minutes, and alerts are evaluated on the same cycle. Budget setup changes appear immediately.
Know what is left before you approve
Bring your current budget sheet. We load it and show it tracking live against bills and claims that AI codes as they arrive.