Streamlined logistics expense management for Australian teams
Logistics businesses in Australia face unique expense management challenges across vast distances and diverse terrain. Between fuel costs, vehicle servicing, driver allowances, and warehouse operations, controlling spending becomes nearly impossible with traditional tracking methods.
Volopay's logistics expense management platform consolidates every expense type—operational costs like fuel and fleet maintenance alongside employee expenses like driver reimbursements and travel allowances—into one powerful dashboard.
Whether you're managing interstate freight, last-mile delivery, or regional distribution networks, you'll finally have the real-time visibility and centralized control needed to optimize spending across your entire operation.
One dashboard for fleet and operating expenses
Eliminate the fragmentation of expenses by consolidating fuel purchases, vehicle servicing, driver payments, warehouse costs, and equipment expenses into one real-time dashboard. Set budgets for each spending category, receive instant notifications when thresholds are approaching, and drill down into costs by vehicle, route, depot, or driver.
This expense management for logistics companies replaces disconnected spreadsheets with organized financial intelligence. Identify which routes are unprofitable, which vehicles consume excessive maintenance budgets, and where operational efficiencies can be found—all from centralized data that updates as transactions occur.
Track fuel expenses and optimize fuel usage
Volopay's logistics spend management software captures every fuel transaction automatically with digital receipts and GST details as they happen.
Create fuel cards with daily or weekly spending caps, restrict transactions to fuel purchases only, and flag suspicious activity. All spending is automatically organized by vehicle and driver, eliminating reconciliation headaches at month-end.
Access consumption analytics that reveal which vehicles underperform, which routes cost more than projected, and where bulk fuel agreements could reduce costs based on your actual purchasing volumes.
Manage vehicle repair & maintenance expenses
Volopay's trucking expense management features centralize every maintenance expense—from scheduled services and tire replacements to unexpected repairs and parts purchases.
Issue virtual cards to specific vehicles or approved mechanics with preset spending limits to prevent unauthorized work. Every transaction automatically captures GST invoices and receipts, building a comprehensive service history per vehicle.
Identify vehicles requiring excessive repairs, track warranty coverage periods, and ensure compliance with NHVR maintenance standards while keeping all documentation digitally organized for audits and resale valuations.
Control driver expenses & reimbursements easily
Using Volopay helps you streamline driver expenses through mobile receipt capture, where drivers photograph bills, and the system extracts GST details and transaction information automatically.
Provide drivers with corporate cards featuring preset daily limits, giving them spending power for legitimate expenses while preventing overuse.
The fleet expense management system checks every submission against your policies automatically and flags non-compliant expenses. Drivers receive reimbursements within days instead of weeks, while your finance team eliminates manual processing.
Automate toll payments and permit tracking
Volopay simplifies toll and permit payments by centralizing all the expenses in one system. Issue dedicated virtual cards for toll accounts and transponder fees, automatically categorize all transactions by vehicle and route, and track spending patterns to optimize route planning.
The platform maintains digital records of all permit payments, like NHVR accreditation, mass management schemes, and state registrations. You can set payment reminders to prevent costly compliance lapses. Generate route-based toll reports that feed directly into job costing and pricing decisions.
Manage warehouse and facility operational costs
Our transportation expense tracking software extends expense control beyond the road into your facilities. Create facility-specific budgets with virtual cards for warehouse managers that enforce spending limits automatically.
Every purchase is captured with GST details and categorized by location, vendor, and expense type. Compare operational costs between Sydney, Melbourne, and regional depots to identify inefficiencies.
Real-time alerts provide advance warning when locations approach budget limits, allowing proactive management before overspending occurs.
Control tech & software subscription costs
Volopay provides visibility into every technology expense, tracking SaaS platforms, software licenses, and digital tools across your operation.
Create subscription-specific virtual cards with exact monthly limits, receive advance notifications before renewal charges, and cancel underutilized services easily.
The expense management for logistics companies platform maintains a complete technology inventory with GST documentation, helping you eliminate redundant tools, consolidate vendors, and ensure every dollar spent on technology delivers measurable value.
Integration with logistics accounting systems
Our platform integrates directly with Xero, MYOB, QuickBooks, and specialized logistics accounting software used across Australia, automatically syncing all transactions with complete GST details.
Every expense flows into your chart of accounts with supporting documentation, vendor ABNs, and custom fields for tracking by vehicle, driver, route, or depot.
Month-end reconciliation becomes straightforward, BAS preparation is simplified with organized GST records, and your accounting team can focus on financial strategy instead of data entry.
Bring Volopay to your business
Get started now
FAQs
Volopay issues fuel cards with customizable spending limits for each vehicle or driver. Every fuel purchase is captured automatically with digital receipts and GST details, categorized by vehicle in real-time.
Monitor consumption patterns across your fleet, identify unusual transactions instantly, and generate detailed analytics comparing costs by route and vehicle. Use accurate volume data to negotiate better fuel contracts and identify vehicles with efficiency issues.
Absolutely. Volopay manages all logistics spending in one unified platform. Use corporate cards for operational costs, including fuel, maintenance, and warehouse supplies. Process driver reimbursements through the mobile app where drivers submit receipt photos with GST details for rapid approval.
You gain complete visibility across operational and employee spending with automated policy enforcement, streamlined approvals, and faster reimbursement processing.
You can create vendor-specific virtual cards for your regular maintenance providers or issue vehicle-specific cards with preset limits. Every maintenance transaction requires digital receipt capture, automatically building a complete service history per vehicle.
The system tracks spending by vendor and vehicle, helps schedule recurring maintenance, and maintains all documentation for warranty claims and compliance audits.
Yes, completely customizable. Set different spending limits based on roles, route types, or vehicle categories. Configure daily, weekly, or per-transaction limits for individual drivers while giving operations managers higher limits for business needs.
Establish category-specific restrictions like fuel-only cards to prevent misuse. Adjust limits instantly as requirements change and receive real-time alerts when anyone approaches their threshold.
Volopay consolidates all toll road transactions, account fees, and permit expenses by vehicle and route. The platform tracks toll spending across different providers and states, helping optimize route planning and accurate job costing.
Maintain digital payment records of NHVR permits, mass management compliance, and vehicle registrations with automated renewal reminders. Generate comprehensive expense reports showing costs by jurisdiction for better pricing decisions.
Yes, create location-specific budgets and expense categories for each facility across different states. Assign facility-specific cards to depot managers with appropriate spending limits and track all costs by location, category, and vendor with complete GST details.
Compare operational expenses across metropolitan and regional facilities to identify cost disparities. Access location-based analytics showing spending trends and budget performance for data-driven facility management.
Drivers submit expenses through the mobile app with receipt photos and trip details. Configure automated per diem rates based on location and trip duration, set per-kilometer allowance calculations, and establish eligible expense rules.
The system automatically routes approvals, flags policy violations instantly, and processes compliant reimbursements quickly, reducing administrative burden while improving driver satisfaction with faster payments.
Generate customizable reports showing expenses by vehicle, driver, route, facility, vendor, category, or time period with complete GST summaries for BAS preparation. Access fuel efficiency analysis, maintenance cost breakdowns, driver spending summaries, and budget variance reports.
Schedule automated report delivery, export data for deeper analysis, and monitor real-time dashboards showing spending patterns across your entire logistics operation.
Implementation typically takes 2-4 weeks depending on your operation's complexity and integration requirements. Our team handles data migration, integrates with Xero or MYOB, and customizes approval workflows, expense categories, and user permissions to match your business processes.
Your team receives comprehensive training and dedicated support throughout onboarding. Most Australian logistics companies start realizing measurable benefits within the first month of deployment.