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.

G2 High Performer - Spring, 2023
G2 High Performer - Winter, 2023
G2 High Performer - Asia, 2023
G2 High Performer - Asia, 2023

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Trusted by finance teams at startups to enterprises.

Meet our customers

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.

Smart corporate cards

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.

Out-of-pocket expenses

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.

Subscription management with virtual cards

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.

advanced multi-level approvals

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.

Track every spending in real-time

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.

spend control

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.

Corporate Cards

Empower your employees with physical and virtual cards

Expense Management

Manage and track every dollar that leaves your company

Business Bank Account

Open a global account with multi-currency payments.

Accounts Payables

Manage vendors, approve invoices and automate payments.

Accounting Automation

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

travel expense claim

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.

expense claims

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.

submit expense claims

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.

expense management software
The Guardian
Australians turning to buy now, pay later as cost of living rises

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.

26 May 2023
expense management software
Best practices of expense management software for small businesses

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.

23 May 2023
company expenditure
What is the best way to classify your company expenditures?

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.

23 May 2023
reconciling expense reports
What makes reconciling expense reports a difficult process?

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.

23 May 2023

FAQs on expense management

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