Every conversion of company money waits for approval.
Treasury management · approvals and audit trail
A manager prepares the conversion, a company admin approves it, and the request keeps its own audit trail: what happened, who did it, in which role and when. Your finance team decides who holds which role.
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Read how requests are approved
The conversions between your wallet and your bank account run on Fundflow. This page is about who may start them and who signs them off.
Rails, pairs and fees on the Fundflow page
Quarter end at Acme
Nothing leaves Acme’s wallet until Abena approves it.
Abena Owusu is group treasurer at Acme, an industrial parts distributor with its head office in Amsterdam. Acme holds its working balance in USDC and pays its suppliers in euros.
Quarter
Two days before quarter end, three supplier invoices are due in euros
Acme’s steel, logistics and tooling suppliers are owed EUR 42,300.00 by 30 June. The company wallet holds 126,400.00 USDC and the EUR account EUR 1,850.00. Abena wants the invoices paid from the wallet, and no conversion leaves it without her approval.
Request
Tomasz prepares the conversion. His role cannot approve it.
Tomasz Nowak, a treasury analyst with the Manager role, requests an off-ramp of 46,500.00 USDC into Acme’s EUR account. On Acme’s balances it waits as a move out of the wallet, and the trail records who created it, in which role and when. Managers create requests and cancel their own; approving and rejecting belong to the admin.
Change
A late invoice arrives, and the change goes on the record
A packaging invoice of EUR 1,350.00 arrives. The request is still waiting, so Tomasz raises it to 48,000.00 USDC. The trail keeps the previous and the new amount, so Abena sees what changed and who changed it before she decides.
Reject
A duplicate waits beside it, and Abena rejects it
Earlier, Tomasz had requested 10,760.00 USDC for the EUR 9,800.00 logistics invoice alone. Abena sees both waiting against the wallet and rejects the duplicate. Only an admin can reject; it ends with her name on it, and no money moves.
Approve
Abena approves the main request, as the company admin
Abena checks the amount against the four invoices and approves it. A company admin approves the requests a manager creates. The trail records her name, and from this point the request can no longer be cancelled.
The Fundflow API behind each request
Approving a ramp request (COMPANY_ADMIN)
Record
At quarter close, the record is already written
After the fee and at the exchange rate recorded on the request, EUR 43,733.52 reaches Acme’s verified account and covers the EUR 43,650.00 due. Pieter Jansen, the financial controller, reads the request with the Viewer role, which can change nothing: six events, who did each one, in which role and when. The wallet now holds 78,400.00 USDC, the invoices are paid, and the quarter’s requests export for the auditors.
Paying suppliers and teams abroad from the treasury balance
The times show the order of events; how long a conversion takes depends on the rail and the checks each payment needs.
Roles, statuses and trail events in this story are the ones the Fundflow API returns.
Read how a ramp request is approved
Tomasz, Abena and Pieter
The same balances and the same waiting move, from three roles
Acme’s balances at 09:50, after the amount change and before the approval. Each person sees the same wallet and the same move out of it; what they can do with it depends on their role.
Statuses, roles and event types follow the Fundflow API reference.
Who can move company money
Three roles, and your admin decides who holds each one
Everyone at Acme signs in as a named user with one role. An admin invites each user with a role, changes a role when someone moves job, and disables a user who leaves; a disabled user can no longer sign in.
Role
At Acme
Create
Approve
Reject
Cancel
View
Yes
No
Own requests
Admin
COMPANY_ADMIN
Abena Owusu, group treasurer
Manager
COMPANY_MANAGER
Tomasz Nowak, treasury analyst
Viewer
COMPANY_VIEWER
Pieter Jansen, financial controller
Acme’s users
Users screen
External auditor
Former analyst
Active
Invited
Disabled
When your own systems call the API
Viewing, creating and approving requests are separate API scopes. A system that prepares conversions can hold the create scope without the approve scope, and approvals go one request at a time.
The audit trail
Every request carries its own record
The trail is part of the request itself: you read it on the request in the dashboard and in the API.
What happened.
Each event has a type: created, amount changed, approved, rejected, cancelled, transaction hash added, payment received, completed or failed.
Who did it.
The user behind the event, with name, email and role.
When.
The time of every event.
What changed.
An amount change keeps the previous and the new amount.
For the auditors.
Ramp requests export to CSV or Excel for accounting and audit.
One event, field by field
Event type
User
Role
Time
Previous amount
New amount
The fields of one audit event in the Fundflow API.
Where the balance sits
Hold stablecoins, pay out to your own bank account
In your company wallet
Supported
USDC or EURC in a company wallet that has proved it belongs to you, on the networks enabled for your company.
Out to your company bank account
Supported
An approved off-ramp pays into a verified company bank account: dollars by ACH, euros by SEPA, pounds by Faster Payments.
In from your company bank account
Supported
Dollars, euros or pounds from your company’s bank into stablecoins, on the rails enabled for your company, through the same approval step.
A business operating account
Being added
Hold USD, EUR and stablecoin balances in one business operating account.
Ask us when it opens for your company.
Holding USD or EUR stablecoins
Rails, pairs and fees for each conversion
Controls and sign-off
How do we keep one person from preparing and approving the same conversion?
A Company Admin can approve their own requests, and your company can require a second reviewer. Give the people who prepare conversions the Manager role, which cannot approve or reject, and keep the Admin role for the people who sign them off. Each request’s trail then shows two names: the manager who created it and the admin who approved it.
What does the approver see if the amount changed?
The amount can change only while the request waits for approval, and every change stays in the trail as an amount-changed event with the previous and the new amount and the user who made it. Once approved, the request can no longer be cancelled, so the approver reads the trail first.
What exactly does the audit trail record?
Every event on the request: its type, the user who triggered it with name, email and role, and the time. Amount changes also keep the previous and the new amount. You read the trail on the request in the dashboard or through the API, and export requests to CSV or Excel.
How do we give our controller or auditors access?
An admin invites them as users with the Viewer role. Viewers can read requests, accounts and fees, and cannot create, approve or cancel anything. When they no longer need access, the admin disables the user.
Can our own systems approve requests?
The approve action is in the API, behind its own scope, separate from the scopes for viewing and creating requests. Whether any system holds it is your company’s decision. There is no batch approval: each request is approved on its own.
Is this for company money or for money we hold for customers?
For your company’s own balances. If you run a platform and want to give accounts to your customers, that is the Finance API.
Accounts for your customers, if you run a platform
Related
Fundflow: the conversions behind each request
Paying recipients in other countries
Accounts for your customers with the Finance API
Treasury yield on company balances, coming soon
Show us who signs off today
Tell us who prepares payments at your company, who approves them and what your auditors ask to see at quarter end. We will show you which role each person gets and what the trail will hold.
Talk to us
Read how requests are approved
Who signs off on company money
Each approval is recorded with the approver’s name and role. Users are invited one by one with a role, and a company passes KYB verification before its first conversion.
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