Expense management software for businesses
Automate, simplify, and streamline your financial processes with a business expense management that caters to your needs. Track every spending in real-time through our corporate cards, process reimbursements in a single click, and manage subscriptions on the go. Choose the best online expense management software Australia has to offer.
Trusted by finance teams at startups to enterprises.
Smart corporate cards for modern businesses
Save time otherwise wasted on approving and manually recording expense claims. Volopay corporate cards lets you carry out expenses that get automatically coded and instantly synced into the accounting system of your choice. Customize built-in spending limits for every card, upload receipts onto our expense management system, and track payments for effortless auditing.
Instant virtual cards
Create many virtual cards, each with its own set of autopay options. To automate all of your subscription payments, set the recurring frequency and expenditure limitations. Allowing you to stop or freeze your virtual cards and secure your funds from online dangers provides the best security against fraud.
Physical cards
Provide customized physical cards to employees traveling for business purposes. Enjoy effortless payment tracking and receipt capture in real-time with our expense management system. Experience a rich and exclusive feel with our premium physical cards that can be customized.
Reimburse out-of-pocket expenses
Facilitate speedy compensation for incidentals, cash, mileage, or any other business expense borne by employees. Eliminate the burden of storing month-old receipts for reimbursement.
Our expense management software solution captures and categorizes receipts for faster expense approval workflows. Your employees receive reimbursement directly in their bank account within a few clicks.
Manage subscriptions with virtual cards
Create many virtual cards, each with its own set of autopay options. To automate all of your subscription payments, set the recurring frequency and expenditure limitations.
Allowing you to stop or freeze your virtual cards and secure your funds from online dangers provides the best security against fraud.
Set advanced multi-level approvals
Design customizable multi-level approval workflows within our business expense software and assign multiple approvers at each level. Choose from a range of department-specific, spend-centric, and auto-approved policies to enforce compliance.
Formulate approval workflows that advance to the next in line in the absence of decision-makers. Approvers receive real-time request updates through our push notifications feature.
Track every spending in real-time
Experience total transparency in every single expense. Get the best expense management system for your business in Australia that keeps track of the where, when, and why of every transaction.
Assign dedicated cardholders for all corporate cards to track spending patterns and identify unscrupulous activities. Monitor all subscription payments on a single dashboard and know exactly what you are paying for.
Tackle out-of-policy expenses
Precise controls to eliminate out-of-policy expenses before they occur. Set spending rules and your smart corporate cards will automatically decline any transactions that don't follow them. Proactive controls identify non-compliant expenses and prevent them from being processed.
Configuring rule-based expense policies ensures automatic rejection of transactions that adhere to corporate expense management.
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.
Benefits of using expense management software for businesses
Minimize fraudulent activity
Small businesses can be at risk of payment fraud from both internal sources, such as employees altering records or processing excess payments, and external parties, such as vendors sending invoices for non-existent goods.
To safeguard your business, it is recommended to implement a comprehensive expense management application. This can assist in identifying fraudulent activity and can provide a protective measure.
Identify spend policy violations
Expense policies are established to regulate expenses related to business operations. However, some employees may intentionally abuse these policies for personal gain and may violate the company policies.
Implementing a transparent payment system can prevent this type of misuse, protecting your company funds and making it clear to employees the consequences of violating policies, whether intentionally or unintentionally.
Scan and capture receipts
Usually employees carry receipts safely till they come back from their business trip and then submit their reimbursement claims. If reimbursements can be done from anywhere, they can have a peaceful trip without safeguarding receipts.
Expense management system lets them do this reimbursement claims in a much easier way by scanning receipts and submitting the claim. This way reimbursements happens seamlessly and employees can focus 110% on their trip.
Identify duplicate expenses
Duplicate payments are instances of the same payment being made twice and these can occur frequently.
With the use of expense management software, it is easy to identify duplicate payments. Also, payments can be automated eliminating the duplication.
Improve supplier evaluation
Maintaining positive relationships with suppliers is important for the ongoing success of your business.
An expense management platform can not only facilitate vendor payments, but also assist in evaluating and selecting vendors. This gives the overview of your vendor.
Real-time policy checks
It’s always difficult for your employees to keep in mind the detailed travel and expense claim policies.
The expense management software is capable enough to process the expenses that align with your company's policy that matches the updated guidelines.
Why should your business choose Volopay as your expense software?
Accurate spending reports
Your finance team puts a lot of work into creating spending reports and analysis. If they get all the data they need in-hand, it will be much easier for them to do analysis and make financial decisions. With Volopay, they can achieve this and can generate more accurate reports whenever needed.
Spend within your business budget
Plan your budgets and spend it wisely by synching them to our expense software. You can set your company budgets and monitor all expenses department-wise in real time. Volopay gives you better controls to track the spending and limit the overspending to maintain good cashflow.
Expense reporting for employees
It may take up to a day for employees to claim and sort out their expense claims after a trip. They also need to follow-up with other teams to know the status of their claim. Volopay simplifies all these processes. Employees can simply submit their expense claims and can check the status periodically and get updated.
Expense reporting in one-click
Expense reporting, reimbursements claims are tedious and time consuming for employees who frequently travel. Your employees can submit expense reporting and claims in just one-click and upload scanned receipts right there. Volopay lets employees to do their claims even when they are travelling through desktop suite or mobile app.
Instant reimbursements
Employee happiness and satisfaction will make the workplace happiest and productive. Tedious tasks like reimbursements should be made easier for employees, so that they can completely focus on their own tasks. With Volopay, they can submit claim requests instantly and receive payments quicker. Additionally corporate cards further simplifies by providing pre-approved limits to use when required.
Automate Expense approvals
Whenever an employee submits a request it automatically gets transferred to the first level of approval. There may be single or double authorization based on upon which the claim may travel and moves to the settlement stage. Notifications will be sent quickly to the approvers about the request and they can see all the requests in the queue. This way Volopay helps business to automate their expense approvals.
Better compliance and accountability
Accounting is always regulated by governance policies and compliance. It is always required to stay compliant with your tax authoritator’s for hassle-free tax returns. Volopay helps you stay updated with being compliant if any new changes implemented.
Integrate with accounting software
You can connect Volopay with any accounting software you use. Always safe and encrypted data transfer happens from Volopay to destined application you connect. No more toggles between tabs is required for your accountants to manually enter data.
Streamline the reimbursement and expense approval using policies
Pre-approval policy
By proactively managing employee expenses, you can save time on request raising and approvals.
Implementing pre-approval policies allows you to approve certain expenses before they occur. This requires employees to share expense reports before business trips, and limits the expenditure.
Multi-level approval policy
This policy is well-suited for small businesses that want to verify details before settling claims or credit requests.
It allows for the creation of up to five levels of approvers based on the severity of the expense, and there is no requirement to use the same number of approvers for all expenses.
Auto approval policy
Some expenses do not require approval at all and can be directly settled through payment under a pre-approval policy.
To set up this policy, you can specify categories, spending amounts, authorized individuals or departments, and a duration for which the expenses can be automatically approved.
Learn more about our expense management solution
Volopay is the leading expense management software Australia has that offers seamless integration of approval workflows, bill payments, corporate cards, reimbursements, and automated accounting onto a unified platform.
Multi-level approvals
Allow for efficient and accurate expense policy compliance through in-built policy features that establish sleek approval workflows to manage employee reimbursements, Bill Pay, and card fund requests. Volopay offers an additional layer of security through our multi-level approval policy, maker-checker policy, and more.
Employee reimbursement
Remove the inconvenience of the paper-based reimbursement process. Volopay’s OCR technology digitally scans, captures, and categorizes receipt images for quicker reimbursement processing. Approvers can approve and reject expense claims or request more information within our expense management software. Pay your employees instantly or schedule month-end payments, the choice is all yours.
Subscription management
Streamline your subscriptions on a centralized platform. Create burner cards for one-time and recurring subscriptions to avoid unnecessary costs and late fees. Assign virtual cards for each subscription and manage them all on our online expense management software.
Real-time visibility
Streamline your accounts payable process with a live expense tracking dashboard with real-time updates. Get insights into your spend metrics to keep track of your company’s monthly expense patterns. Design an automated expense reporting system to get accurate knowledge of the where, when, and why of every expense. Improve accountability with clear visibility into the spender details for each transaction.
They loved Volopay, you will too
Latest news and updates
Read up on snippets of the latest news and updates on expense management in Australia.
Rising buy now, pay later use masks financial struggles of people in Australia. Debt helpline calls surge by 37% amid high costs of living indicates that debts are getting piled up.
1. Have a clear expense policy, 2 Automate payment processing, 3. Enable automated audits, 4. Process reimbursement on time, 5. Automate payment processing, are some of the best practices to follow.
1. Watch your accounting method, identify how you do accounting, 2. Find out fixed and variable costs, 3. Always be up-to-date instead, 4. Group common expenses, 5. Be informed on what costs cannot be counted as business expenses.
1.Finance teams have to reconcile can arise from a variety of sources, 2. Data formatting issues, 3. Diverse timeframes and Transaction delays, 4. When transactions are recorded without any context or documentation.
FAQs on expense management
Expense management is important for businesses because it helps them to effectively control and monitor their spending in order to achieve their financial goals. It enables businesses to accurately track and analyze their expenses, identify areas for cost savings, and make informed decisions about how to allocate their resources. This can help businesses to improve their profitability and financial stability, as well as ensure that they are meeting their legal and regulatory requirements. Expense management also helps businesses to better manage their cash flow and avoid overspending, which can prevent financial problems and support long-term growth and success.
Software for employee reimbursement is essential to manage employee spending and expenses. Employee expense reports from across the organisation will be collected and kept up to date using this programme. Depending on the kind of expense, you can either pre-approve the claims or set up approval workflows. So, from submitting the expense reports to approving the payment, you automate every stage of the reimbursement procedure.
A subscription management system is an online, automated platform that manages the regular, monthly payments of subscriptions for your business. Most SaaS platforms have recurring monthly fees that should be paid on time at the conclusion of each billing cycle. Services may be halted or discontinued if the payment is not made on time. When your business has multiple business subscriptions, a subscription management software is useful. With the help of subscription management softwares like Volopay , you can easily schedule and manage online SaaS subscription payments.
By using employee reimbursement software you can easily automate reimbursements. This software will compile cost data and pertinent receipts for use as documentation. Since the application itself automatically sends and notifies the various level of approvers, no one needs to go to the approvers manually. Employees may always keep track of the request's status. The accounts team will release the requested monies to the employees after approvers have given their approval. A great example of such software is Volopay.
You need to use employee reimbursement software for seamless reimbursements. For example, on Volopay employees can submit reimbursement requests and receive payment for their business expenses. After a work trip, an employee might sign into the programme used for employee reimbursement, complete the claim form, and attach receipts. When determining if a cost is appropriate, approvers can send it on to the payment section for repayment. And this team will deposit the funds into the employee's salary account after authenticating the request.
An online programme that tracks and records employee expenses and handles claim requests submitted by employees is referred to as a reimbursement tool. Employees can submit online expense claims for authorised out-of-pocket expenses to supervisors for approval using an employee reimbursement programme. The accounting division will handle this after it has been approved, and the employee will receive their money back. The business can automate reimbursements and keep track of employee spending with the aid of the reimbursement tool.
Bring Volopay to your business
Get started now