HUB Expense Management
Take control of fund and management company expenses.
Bring invoices, approvals and allocations into one connected workflow. See what is outstanding, who needs to approve it and how each cost is allocated, from vendor onboarding through to accounting.
Built for finance teams at hedge funds and asset managers.
- Invoices
- Approvals
- Allocations
- Vendors
- Accruals
- Reports
- Vendor and contractMarket data licence
- CapturedDetails reviewed
- Allocated3 entities
- ApprovalM. Okafor, CFO
- AccountingAfter approval
Allocation
- Fund A50%$24,000.00
- Fund B30%$14,400.00
- Management company20%$9,600.00
Where does your team spend the most time?
Choose an area to see how HUB can help.
Know what is waiting and who needs to act.
The problem
Invoices arrive across inboxes, and finance teams spend time chasing approvals and checking progress.
How HUB helps
Bring invoices into a shared workflow, review extracted information and route each expense to the appropriate approvers. Keep the document, status and activity together.
- Meridian Data ServicesMDS-0931$48,000.00Awaiting approvalMOM. Okafor · CFO
- Castlegate Audit LLPCA-2207$61,250.00Awaiting approvalRSR. Shah · Financial controller
- Harbour Street Legal LLPHSL-1187$26,500.00Allocation to reviewSLS. Lee · Fund accounting
- Northgate Research LtdNR-0412$12,800.00Queried with vendorJWJ. Ward · Accounts payable
- Atlas Cloud ServicesACS-7781$9,450.00Details to reviewJWJ. Ward · Accounts payable
Showing 5 of 12 outstanding
Apply your allocation rules consistently.
The problem
Splitting costs across funds and the management company means maintaining rules, checking calculations and explaining exceptions.
How HUB helps
Configure allocation rules around your funds and entities. Review the basis and amounts, manage exceptions and retain the allocation history alongside each expense.
RuleMarket data · 80% funds pro rata by NAV, 20% management company
Allocation history
- Rule applied: Market dataSystem
- Allocation reviewedS. Lee
- Sent for approvalM. Okafor
Keep the commitments behind each expense in view.
The problem
Contract terms, renewal dates and accrual records sit in separate places, making them difficult to track.
How HUB helps
Connect vendor and contract records with related expenses. Track renewal dates and accruals within the wider expense workflow.
- Annual value
- $192,000
- Billing
- Quarterly, $48,000
- Term
- Jan–Dec, renews automatically
- Notice period
- 60 days
Notice due in 25 daysRenews in 85 days
Related expenses and accruals
- Jan–MarMDS-0412$48,000.00Paid
- Apr–JunMDS-0688$48,000.00Paid
- Jul–SepMDS-0931$48,000.00Awaiting approval
- Oct–DecAccrual$48,000.00Accruing
- Contract year$192,000.00
See the position across your funds and management company.
The problem
Answering questions about spend, outstanding items and approvals requires gathering information from several sources.
How HUB helps
View expense status and report by fund, entity, vendor or expense type, with access to the underlying records.
Outstanding by status
- Awaiting approval5
- Allocation to review3
- Details to review2
- Queried with vendor2
Spend by entity · quarter to date
- Fund A$322,400
- Fund B$173,600
- Management company$124,000
Customer story
See how another hedge fund approached the problem.
A $4bn New York hedge fund platform selected HUB to automate expense allocations and support increasingly complex fund structures.
Outcomes
- Expenses are allocated consistently and correctly across funds, portfolios or strategies
- New funds and complex allocation rules are easily added
- Scalable infrastructure to support future growth
45 days to implement, with limited disruption to the team
One connected expense process.
Start with the workflow you need to improve, then expand across the expense lifecycle.
- 01 Vendors and contracts
- 02 Capture
- 03 Allocate
- 04 Approve
- 05 Accruals and accounting
- 06 Reporting
See how HUB could work for your team.
We’ll walk through the allocation rules, approval routes and accounting outputs relevant to your funds and management company.
The HUB team will contact you to arrange a suitable time.
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