Manage deductions from case to resolution
Bring contracts, invoices, remittance, delivery records, service evidence, and customer conversations into the same case. Give each claim a supported decision, clear ownership, and a verified financial outcome.
Catch the issue. Build the case. Move it forward.
Automatic case creation
Detect disputes and deduction details across emails, support tickets, portals, and remittances. Create or update the right case without duplicating existing work.
Reason classification
Distinguish pricing, GST, discount, delivery, service, and billing issues, then prioritise cases by value, age, and recovery potential.
Evidence collection
Pull contracts, invoices, remittance, credits, customer conversations, delivery records, and service evidence into the relevant claim. Keep each record tied to the affected issue and period.
Claim validation
Compare claimed prices, quantities, discounts, terms, timing, and supporting evidence. Show the facts that support or challenge the claim before a decision is made.
Customer communication
Send targeted responses through connected channels using approved tone, language, and deadlines. Keep internal notes separate while preserving the customer-facing history and evidence within the same case.
Deduction recovery
Prepare evidence-backed responses for unsupported deductions and send them through the appropriate customer channel or authorised AP portal. Track acknowledgements, appeal deadlines, customer responses, and promised repayment until cash application verifies the recovery.
Balance coordination
Keep undisputed amounts eligible for collection while the contested portion remains under its hold policy. Update collection plans and cash allocation when the final decision changes the receivable.
Streamline your disputes and deductions process
Put a clear operating rhythm around every case
Approval routing
Send pricing and concession decisions to commercial owners, service questions to operations, and accounting treatment to finance. Specific requests help approvers understand the evidence and action required.
Lifecycle management
Track new, investigating, awaiting input, awaiting decision, resolution in progress, and financially verified states. Explicit reopened and failed-action states keep incomplete work visible.
Accounting proof
Preserve the decision rationale, policy version, approver, communications, financial documents, failed writes, and retries. Finance can trace a credit or write-off back to the claim.
Learning and prevention
Use confirmed outcomes to suggest better evidence checklists, routing, and issue classification. Validate proposed changes before deployment so recurring disputes can drive upstream process improvements.
Handle disputes across every receivables scenario
Australian retailers, wholesalers, and distributors may raise deductions around pricing, promotions, returns, delivery, or GST-related invoice issues. Compare each claim with the relevant commercial terms and operational evidence before finance or the commercial owner decides the outcome.
Large Australian customers may involve commercial, operations, service, and finance teams before a dispute reaches resolution. Keep the invoice, evidence, decision path, and ownership connected while each team contributes its part.
Customers may challenge pricing, discounts, duplicate billing, service performance, usage, or GST-related invoice details. Use a business-specific dispute taxonomy so software teams do not inherit irrelevant claim categories from other industries.
Compare the way disputes get resolved
Traditional AR workflow | The Volopay approach |
|---|---|
Teams may manage customer claims, internal decisions, and financial actions as separate pieces of work | The case keeps those pieces connected without collapsing their different permissions or responsibilities |
The full invoice can remain tied up while one amount is contested | Disputed value can follow its hold policy while clear amounts continue through collection and application |
A rejection can be recorded without showing whether the disputed amount was subsequently recovered | Rejected claims remain distinguishable from recovered amounts, with recovery tracked to the actual cash outcome |
Process improvements depend on manually spotting recurring patterns across past cases | Confirmed outcomes can identify recurring issues and feed controlled requests for upstream process changes |
They loved Volopay, you will too
FAQs
Volopay detects invoice challenges and deduction details across connected emails, support tickets, portals, and remittances. It classifies issues such as pricing, tax, discounts, quantity, delivery, service, and duplicate billing, then prioritises each case using value, age, deadlines, recovery opportunity, and customer sensitivity.
Yes. Volopay gathers contracts, invoices, purchase orders, remittance, prior credits, customer conversations, and relevant delivery or service records. Each item stays linked to the specific claim and affected period for review and decision by finance.
Volopay routes pricing and concession decisions to commercial owners, service questions to operations, and accounting treatment to finance. Approval thresholds, entity boundaries, and separation of duties determine the required owner for each case and action.
Volopay tracks each case from investigation and missing evidence through decision, financial action, and verification. It also keeps reopened cases and failed actions visible, so finance can distinguish a commercial decision from a financially completed resolution.
Finance and commercial teams retain authority over material credits, concessions, write-offs, legal positions, and other actions outside configured policy limits. Volopay handles permitted routine work and routes higher-risk decisions to the appropriate authorised owner.
Bring Volopay to your business
Get started now