Multi-level workflows to manage requests and approvals

Utilizing an expense management software comes with the unique ability to create an expense approval system. Instead of chasing receipts or waiting on authorization for weeks, you can create an automated workflow in order to meet the company’s expense policy and also save tons of time! 

Completely rewrite your company’s spending policy by establishing a precise flow to handle things like payments, fund requests, and the staff’s expenses. Compliance just got a whole lot easier.

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Customize and set policies

The bill approval software lets you establish approval policies well in advance. With department specific requirements, you can set this policies on an expense level, according to the category, and even for specific departments. 

Administrators and managers can be listed as multi-level approvers so that nothing goes amiss, and that all budget supervision is completely transparent. 

expense approval policy

Enable automation approvals in advance

Automation is the next step to enhancing your expense approval system. Instead of declining every wayward request, the bill approval software lets you auto-decline certain expenses. Anything over the limit is swiftly dismissed instead of being routed to an approver. 

The approvers only get requests that are compliant, and more than one person can be chosen for a level to avoid wait times. Even absences can be accounted for, allowing requests to move to the next-in-line.

advanced approvals for automation

Manage corporate card requests

You can use the Volopay dashboard to also set up approvals for all corporate cards (both physical and virtual). Lower amount spending can have automatic approvals, as can pre-approved recurring reloads. 

Multi-level approvals can be set in place for generating cards with higher limits, or for requesting higher budgets. The smart notifications from the expense approval system allow for these approvals to take place quickly, avoiding delays.

Corporate card requests

Handle reimbursements for out-of-pocket expenses

Reimbursements are no longer a hassle. From the same bill approval software, you can also set up approval workflows to manage out-of-pocket expenses. The workflow allows employees to request reimbursements. 

Receipts are captured and data acquired so that the approval process requires minimal intervention. Reimbursement requests can be declined or approved with the click of a button. 

Out-of-pocket expenses

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

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Learn more about our multi-level approvals

Approvals? Corporate cards? Bill payments? Reimbursements? Accounting? One platform, zero hassle. Volopay brings it all together on a single dashboard.

Instant virtual cards

Virtual cards are one of the safest way to pay online – and you can generate unlimited ones with Volopay. Whether you want to manage your online spending better, send a remote employee a giftcard or allowance, manage your SaaS subscriptions, or even create burner cards. It’s all possible with these.

Physical employee cards

Make your employees spend smarter by empowering them financially. Equip them with physical corporate cards to better manage expenses and travelling funds – or even frequent offline payments for day-to-day business expenses. 


No more stacks of receipts, no more months-long wait for disbursements. Allow your employees to instantly request reimbursements for out-of-pocket expenses, and approve them in seconds for instant payback. Give them better control and your financial team some reprieve.

Real-time expense reporting

You can set up your expense reports to know the specifics of where, when, and why every company dollar is being spend. Get real-time updates on email and through push notifications, will all the data added to the ledgers as soon as a card is swiped or a bill cleared.

Accounting automation

Accounting automation makes bookkeeping smarter. Combine the benefits of your accounting software with the ease of our expense management systems. Integrate your favourite accounting platform – Xero, Deskera, Quickbooks, Netsuite, and more — with your Volopay account. 

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