Finance & Disbursement

The Finance module is available on Starter plans and above. It provides a centralised workspace for reviewing approved requests, processing payments, managing company bank accounts, tracking department budgets, and generating financial reports.

Disbursement Queue

The disbursement queue is a unified list of all requests that have been fully approved and are ready for payment. It combines both purchase requests and maintenance requests into a single queue so that the finance team can process all outgoing payments from one place.

• •Each item in the queue shows the request title, submitter, department, total amount, and approval date.
• •Items can be filtered by type (purchase or maintenance), department, date range, and amount.
• •The queue is sorted by approval date (oldest first) by default, but can be re-sorted by amount or priority.

Processing Disbursements

When the Finance Head processes a disbursement, they record the payment details for audit and reconciliation purposes.

1. Select a request from the disbursement queue.
2. Review the request details, line items, and approval history.
3. Choose the payment method (bank transfer, cash, cheque, or company card).
4. Enter the bank details of the payee (or select from saved vendor bank details).
5. Enter the transaction reference number from the bank.
6. Enter the receipt number for internal tracking.
7. Optionally upload a payment receipt or proof of transfer.
8. Mark the request as Disbursed.

Bank Account Management

The finance team can manage the organisation's bank accounts within Deskpadi. This allows disbursements to reference the source account used for each payment.

• •Add new bank accounts with the bank name, account number, account name, and branch.
• •Edit existing bank account details when accounts change.
• •Delete bank accounts that are no longer in use (accounts with disbursement history cannot be deleted, only archived).
• •Set a default bank account for disbursements.

Department Budgets

Department budgets allow organisations to allocate spending limits per department and track utilisation in real time.

Budget Lines

Each department budget is broken down into budget lines — named categories of spending (e.g., "Office Supplies", "Travel", "Equipment"). Each line has an allocated amount, and spending against that line is tracked automatically as requests are disbursed.

Utilisation Tracking

• •The budget dashboard shows total allocated vs. total spent for each department.
• •Each budget line displays its allocation, amount spent, amount committed (approved but not yet disbursed), and remaining balance.
• •When a request is approved, its amount is marked as committed against the relevant budget line.
• •When a request is disbursed, the committed amount converts to spent.
• •Alerts are triggered when a budget line reaches 80% utilisation and again at 100%.

Withholding Tax (WHT) Computation

Deskpadi automatically computes Withholding Tax on applicable disbursements in accordance with Nigerian tax regulations.

• •5% WHT rate applies to goods and product purchases.
• •10% WHT rate applies to services and professional fees.
• •WHT is calculated on the gross amount and displayed alongside the net payable amount.
• •WHT reports can be exported for filing with the Federal Inland Revenue Service (FIRS).

Finance Analytics Dashboard

The finance analytics dashboard provides real-time visibility into the organisation's financial operations.

• •Total disbursed — the aggregate amount paid out across all departments.
• •Disbursements by payment method — breakdown of payments by bank transfer, cash, cheque, and card.
• •Disbursements by status — how many requests are pending, in progress, or completed.
• •Department spending comparison — a visual chart comparing actual spending against budget allocations.
• •Monthly trend — a time-series view of disbursement activity over the past 12 months.

Auto-Creation of Assets

When a purchase request for IT Equipment, Furniture, or Software is disbursed, Deskpadi can automatically create a corresponding asset record in the asset register.

• •The asset is created with the details from the request line item (description, quantity, unit price).
• •The asset category is set based on the request category (IT Equipment, Furniture, or Software).
• •The asset is assigned to the requesting department and user.
• •The purchase price and date are recorded on the asset for depreciation calculations.
• •Auto-creation can be enabled or disabled in Organisation Settings.