Employee expense reimbursement software for easy reimbursement
Let your employees claim easily by clicking the receipt and submitting it for review. You, and your spenders, can efficiently manage out-of-pocket expenses alongside card spend in a single expense management software.
Trusted by finance teams at startups to enterprises.
Consolidate out-of-pocket expenses
Volopay’s expense reimbursement system tracks reimbursements for incidentals, cash, mileage, and other expenses against budgets with real-time updates.
Instant reimbursements
Simply add your employee bank details and pay directly to the bank accounts, with just one click.
Smooth integration
Sync the reimbursements to your accounting software and reduce expense-processing costs.
Full visibility and control
The employee reimbursement software allows you to track every expense claim and reimbursement in real time – both the employee and the admin.
As soon as a claim is submitted, both parties receive push notifications and real-time updates of the approval process to avoid any kinds of delay in reimbursement.
Policy compliances and checks reinforced
With the employee expense reimbursement software,finance departments can ensure that expense policies are met, even with out-of-pocket expenditure. Any claims that go against the expense policy are automatically declined.
This way only the ones that fit the policy are submitted for approval. Moreover, you can set mandatory fields for employees so that there is no delay in the approval workflow, and information is correctly routed to the line of approvers.
Advanced multi-level approval queues
The employee expense reimbursement software lets admins design a custom approval workflow. This helps to automatically route claims to the approval line.
These approval queues also account for absences so that reimbursements are not left on hold for long periods of time. Any of the approvers can also request additional information from employees to ensure that the expense is compliant with policy.
Experience hassle-free reimbursements with Volopay
Centralized platform for speedy claims
The Volopay reimbursement module is built into the same employee reimbursement software, allowing employees to submit claims from the same platform they use to make payments.
Moreover, as an admin or a manager, you can access all submissions and approvals—staff expenses, reimbursements, bill payments, and card transactions—from the same dashboard, both on the website and the mobile app.
Expense categorization for reimbursements
Efficient expense categorization is crucial for managing employee reimbursements effectively. With Volopay’s employee expense reimbursement software, employees can categorize their expenses based on predefined categories, such as travel, meals, or supplies.
This feature not only helps in organizing expenses but also enables managers to easily analyze spending patterns and ensure compliance with company policies. By grouping expenses accordingly, teams can expedite the reimbursement process, minimizing delays and reducing administrative burdens. The intuitive categorization interface ensures that employees can quickly select the appropriate category, making the submission process seamless and efficient.
Receipt scanning with OCR
Volopay leverages Optical Character Recognition (OCR) technology to enhance the receipt submission process. Employees can simply scan their receipts using the mobile app, and OCR will automatically extract relevant details, such as date, amount, and merchant information. This eliminates the need for manual data entry, reducing errors and saving time.
The scanned receipts are securely stored and linked to the respective expense claims, ensuring easy retrieval and compliance during audits. With OCR-enabled expense reimbursement software, the reimbursement process becomes faster and more accurate, empowering employees to submit claims effortlessly.
Financial stack for business
No more switching between multiple bank accounts and tools to run your smart business. We have combined great software with every service you are using a bank for, to produce a state-of-the-art financial platform.
Empower your employees with physical and virtual cards
Manage and track every dollar that leaves your company
Open a global account with multi-currency payments
Manage vendors, approve invoices and automate payments
Save hours daily, and close your books faster every month
Integrate with the all the tools and software that you use daily
Reimbursement solutions tailored for small to large enterprises
Volopay understands the unique challenges faced by startups, where agility and efficiency are paramount.
Our reimbursement solution allows startups to manage expenses seamlessly, providing a flexible and efficient employee expense reimbursement software that adapts to their rapid growth.
Employees can easily submit requests through the app, ensuring quick turnaround times for reimbursements without cumbersome and tedious processes.
For small businesses, managing employee reimbursements can be time-consuming and overly complex.
Volopay streamlines this process with an automated expense reimbursement system and expense categorization, allowing business owners to maintain control over expenditures while empowering employees to submit claims effortlessly.
The intuitive and user-friendly interface helps small teams focus on core activities rather than tedious administrative tasks.
Large enterprises benefit from Volopay's comprehensive employee reimbursement software designed for scalability.
With multi-level approval workflows and advanced reporting features, organizations can maintain compliance and oversight over vast expense claims.
Our platform integrates seamlessly with existing financial systems, providing centralized control and visibility across departments, ultimately optimizing the reimbursement process for all stakeholders.
Real-time reimbursement tracking with Volopay
Instant claim status updates for employees
Volopay provides instant claim status updates, allowing employees to track their reimbursement requests in real time.
Employees receive immediate notifications through the app, informing them whether a claim is pending approval, currently under review, or has been successfully completed.
This ensures complete transparency and significantly reduces uncertainty around reimbursement timelines, fostering trust among employees regarding their expenses.
Track reimbursements across departments
With Volopay’s employee reimbursement software, organizations can easily monitor reimbursements across departments.
The platform allows managers to view claims by department, providing insights into spending patterns and ensuring compliance with budgetary guidelines.
This feature enables organizations to easily identify trends, allocate resources more effectively, and streamline overall expense management processes.
Dashboard visibility for admins and managers
The intuitive dashboard offers admins and managers comprehensive visibility into the reimbursement process.
They can access key metrics, such as total claims submitted, approval rates, and average processing times, allowing for informed decision-making.
This centralized oversight ensures a more efficient reimbursement process, enhancing accountability and optimizing expense management across the organization.
Streamline your entire reimbursement process
Why should businesses use Volopay for employee reimbursements?
Speed up approval cycles with automation
Volopay leverages automation to streamline the approval cycles for employee reimbursements.
With customizable workflows, managers can quickly review and approve claims using employee reimbursement software, significantly reducing the time from submission to payment.
This efficiency helps maintain cash flow while ensuring employees are reimbursed promptly, enhancing overall productivity.
Minimize human errors in reimbursement processing
Manual processing often leads to various errors that can significantly complicate reimbursement efforts.
Volopay minimizes these human errors by automating data entry through features like receipt scanning with OCR technology.
This accuracy ensures that all expenses are processed correctly, reducing the chances of disputes and enhancing compliance.
Boost employee satisfaction with instant payments
Employee satisfaction is crucial for retaining talent, and timely reimbursements play a significant role in this.
Volopay’s employee reimbursement system facilitates instant payments, allowing employees to receive reimbursements after approval.
This quick turnaround fosters a strong sense of trust and clearly demonstrates that the organization genuinely values its employees’ financial well-being.
Reduce administrative work for finance teams
Automation of the reimbursement process through Volopay substantially lightens the administrative burden on finance teams.
Thanks to features such as automated categorization and simplified tracking of claims, finance experts can dedicate their time to strategic tasks instead of being overwhelmed by monotonous paperwork.
Such efficiency enables better resource allocation and enhances the overall management of finances.
Simplify reimbursement audits with detailed logs
Auditing reimbursement claims can often be challenging, but Volopay effectively simplifies this entire process with comprehensive and detailed logs of all transactions.
Each expense is thoroughly documented and accurately recorded, making it incredibly straightforward to provide all necessary information during audits.
This transparency not only significantly aids in compliance efforts but also greatly builds and enhances confidence with all stakeholders involved in the process.
Track expenses by category for better insights
Understanding spending habits is vital for any enterprise. Volopay’s expense reimbursement system enables organizations to monitor expenses by category, offering insights into fund distribution.
Such insights assist companies in making knowledgeable choices regarding budgeting and resource distribution, leading to improved financial outcomes.
Utilizing Volopay for employee reimbursements results in a process that is more streamlined, precise, and clear, advantageous for both the workforce and the organization.
Learn more about Volopay
Volopay combines approvals, corporate cards, bill payments, expense reimbursements and accounting automation into one single platform.
Multi-level approvals
Volopay features a robust multi-level approval system integrated with its employee reimbursement system. This allows organizations to customize their reimbursement workflows, ensuring that claims are reviewed and approved by the appropriate personnel. By doing so, it helps maintain control over spending, enhances accountability, and ensures a smooth, transparent reimbursement process throughout the organization.
Real time visibility
With Volopay’s employee expense reimbursement software, businesses gain real-time visibility into their reimbursement processes. Both employees and managers can track claim statuses instantly, eliminating uncertainty and improving communication. This transparency fosters trust and ensures that all stakeholders are informed every step of the way.
Corporate travel
Managing corporate travel expenses is simplified with Volopay. Employees can seamlessly submit travel-related expenses, from flights to accommodations, ensuring that all costs are accurately captured. This integrated approach streamlines the travel reimbursement process and helps organizations maintain control over their travel budgets.
Accounting automation
Volopay automates essential accounting functions, reducing manual entry and minimizing errors. The platform syncs seamlessly with existing financial systems, allowing for efficient expense tracking, reporting, and reconciliation. This automation saves time for finance teams and enhances the accuracy of financial data, enabling better decision-making for the business.
Explore more about expense reimbursment
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Customer stories
Volopay provides your business with the perfect financial control center. Don't take our word, let our customers tell you how we empower their organization.
Volopay helped BukuWarung in managing their expenses across different countries.
Volopay helped Deputy smoothly integrate with an accounting system.
Using Volopay, AdCombo eliminated the hurdles of cash flow management.
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FAQs
Volopay accelerates reimbursement processing times by leveraging its employee reimbursement system to automate workflows, streamline approvals, and provide instant claim status updates. By minimizing manual interventions and improving communication between employees and managers, businesses can experience faster reimbursements and enhanced efficiency in overall expense management.
Yes, Volopay offers a user-friendly mobile app that allows employees to submit reimbursement claims effortlessly. The app enables users to upload receipts, categorize expenses, and track claim statuses in real time, making the process convenient and efficient for all.
Volopay enhances reimbursement accuracy by utilizing features like Optical Character Recognition (OCR) for receipt scanning and automated data entry. These functionalities minimize human errors, ensuring that all claims are accurately processed and aligned with company policies and spending guidelines.
Yes, Volopay enables bulk approvals for reimbursements, allowing managers to review and approve multiple claims simultaneously. This feature streamlines the approval process, reduces administrative workload, and helps organizations maintain control over their reimbursement workflows efficiently.
Volopay’s expense reimbursement software simplifies travel expenses by allowing employees to submit claims for various travel-related costs, including flights, accommodations, and meals. The platform categorizes these expenses, ensuring accurate tracking and compliance with company travel policies for better budget management.
Yes, Volopay's employee expense reimbursement software supports reimbursements for international employees. The platform accommodates various currencies and local regulations, ensuring seamless expense submissions and compliance for organizations with a global workforce while providing a unified experience for all employees.
Yes, Volopay’s expense reimbursement system includes built-in mechanisms to identify and prevent duplicate expense claims. The software automatically flags potential duplicates during submission, prompting users to review their entries. This feature helps ensure accurate financial records and minimizes the risk of overpayment.
Yes, Volopay provides robust receipt management for reimbursements. Employees can scan and upload receipts directly through the app, and the platform stores them securely. This organized approach simplifies expense tracking, retrieval during audits, and ensures compliance with financial policies.
Volopay effectively manages reimbursements for various departments within an organization. The platform allows for customized workflows and approval processes tailored to each department's needs, ensuring that all reimbursement requests are processed efficiently while maintaining compliance with budgetary constraints.
Volopay’s employee reimbursement software prioritizes security through advanced encryption protocols and secure data storage methods. The platform adheres to stringent compliance standards, ensuring that sensitive financial data is protected from unauthorized access. This offers users a secure and reliable reimbursement process.