Volopay Expenses

Volopay Expenses Product Details

Volopay Expenses by Volopay focuses on employee expense management from capture to approval to reimbursement so finance teams can close faster with fewer exceptions. Receipts are captured via mobile or email; OCR extracts totals, tax, and merchant details and proposes GL codes based on rules, cost center, or project. Mileage, per diems, and multi‑currency entries are supported out of the box. Configurable workflows route claims through single or multi‑level approvals; duplicate detection, policy thresholds, and soft/hard stops reduce errors before submission. Corporate card feeds auto‑match transactions with receipts to eliminate manual reconciliation. Dashboards show spend by team, vendor, and category in real time, highlighting outliers and missing receipts so managers can intervene mid‑month. Finance exports clean, coded journals to the ledger or pushes directly via API integrations. Compliance features include receipt retention, immutable audit trails, and tax handling for VAT/GST. For distributed or international teams, the platform supports multi‑entity and multi‑language with granular permissions. Implementation best practices: import a tidy chart of accounts, connect card feeds early, and calibrate policy messages (warn vs. block) to keep user experience smooth while enforcing control. Teams typically reduce reimbursement cycles from weeks to days and cut month‑end effort by 30–50%. Advanced analytics modules can surface duplicate risks, high‑spend merchants, and aging claims; integrating travel data further reduces manual entry and improves on‑policy behavior.