Volopay's healthcare expense management for multiple facilities
Healthcare expense management can be a uniquely complex practice. Hospitals, clinics, and other such organizations engaged in the health and pharmaceutical industry manage thousands of daily transactions across departments, vendors, and facilities, all while operating under strict compliance and audit requirements.
From medical supplies procurement and equipment purchases to staff reimbursements and vendor payments, fragmented financial processes can quickly lead to cost leakage, delayed approvals, and limited visibility.
Volopay is a healthcare expense management software that has been designed to centralize these financial workflows in one place. As a unified healthcare spend management platform, it helps healthcare finance teams streamline approvals, apply consistent controls, and gain real-time visibility into operational costs, without disrupting critical care delivery or existing financial systems.
Simplify medical supply & equipment procurement
Managing procurement for medical supplies and high-value equipment requires both speed and discipline. Healthcare organizations often struggle with manual approvals, inconsistent documentation, and limited visibility into departmental purchasing.
Volopay's procurement solution helps centralize procurement workflows by enabling structured approval flows, category-based spend controls, and clear documentation for every purchase. Finance teams can use the comprehensive platform to review requests, track approved purchases, and ensure spend aligns with internal policies before funds are released.
This creates a predictable procurement process, reduces unauthorized purchases, and improves coordination between clinical, procurement, and finance teams, especially for equipment purchases across multiple departments or facilities.
Manage multi-facility and department expenses
Healthcare organizations rarely operate from a single location. Managing expenses across hospitals, clinics, labs, and offices adds complexity to budgeting, reporting, and accountability.
Volopay's business budgeting software capabilties allow finance teams to organize spend by facility, department, or cost center, providing a consolidated yet granular view of expenses. Highly customizable, department-level controls help ensure budgets are respected at the local level.
Volopay’s centralized dashboards give leadership a holistic view of overall and specific organizational spend. This balance supports financial oversight across distributed healthcare environments without slowing operational decisions.
Medical staff expense & reimbursement control
Healthcare professionals regularly incur expenses related to training, conferences, travel, and operational needs. Manual reimbursement processes often lead to delays, missing receipts, and inconsistent policy enforcement.
Volopay simplifies staff expense management by enabling structured reimbursement workflows with defined approval paths and digital receipt capture.
Finance teams can review, approve, and track reimbursements more efficiently while maintaining proper, accurate documentation for audits. This approach significantly reduces processing time, improves transparency, and supports consistent expense policy enforcement across both clinical as well as non-clinical teams.
AP automation for vendor payments
Timely vendor payments are critical in healthcare, where delays can disrupt essential services such as diagnostics, cleaning, logistics, or equipment maintenance.
Volopay supports healthcare accounts payable automation by centralizing vendor payment workflows, invoice reviews, and approval processes.
Finance teams can manage scheduled payments and approvals from a single platform while maintaining a complete audit trail. By reducing manual intervention and approval bottlenecks, healthcare organizations can improve payment reliability and maintain stronger relationships with critical service providers.
Track pharmaceutical and medical subscriptions
Healthcare organizations in the US rely on many pharmaceutical vendors, diagnostic providers, and recurring medical software subscriptions. These expenses span departments and locations, making it difficult to track renewals, usage, and overall cost impact.
Volopay enables healthcare finance teams to consolidate recurring pharmaceutical and medical subscription payments in one system, with clear tagging by vendor, category, or department.
This visibility helps teams review spend patterns, monitor renewals, and spot cost escalation early. With oversight of recurring expenses, organizations make better budgeting decisions and reduce unnecessary or overlapping spending.
Integrate with healthcare accounting systems
Healthcare finance teams depend on accurate, timely data flowing into their accounting and ERP systems. Volopay integrates with accounting platforms to ensure expense data, vendor payments, and reimbursements sync consistently.
This indirect integration approach allows healthcare organizations to maintain their existing financial systems while improving data accuracy and reducing manual reconciliation. By keeping expense data aligned with accounting records, finance teams can close books faster and maintain cleaner financial reporting across entities.
Gain visibility into cash flow & operational costs
Limited visibility into cash flow makes it difficult for healthcare leaders to plan effectively. Volopay provides real-time insights into spend patterns, outstanding payments, and department-level costs across the organization.
Finance teams can track how funds move between departments, facilities, and vendors, helping them identify trends, anticipate cash requirements, and address inefficiencies early. This level of visibility supports more informed financial planning and helps healthcare organizations balance operational demands with long-term financial sustainability.
Healthcare success stories with Volopay
North Point Pediatrics enhances payroll and operational efficiency using Volopay.
Volopay helps Peaceful Psychotherapy streamline audit preparation and refund processes.
Bring Volopay to your business
Get started now
FAQs
Volopay’s fully equipped expense management system is designed to support structured, audit-ready financial workflows. While it does not handle clinical data, it helps healthcare organizations maintain organized expense records, approval logs, and documentation that align with internal compliance and audit requirements.
Yes. Volopay supports controlled procurement workflows. Working as a comprehensive healthcare spend management platform, the system manages procurement workflows by enabling approvals, spend categorization, and documentation for medical supplies and equipment purchases, helping finance teams maintain oversight and policy adherence.
Volopay allows expenses to be tracked by facility, department, or cost center. This categorization capability helps finance personnel by providing both consolidated and location-specific visibility, a feature that is particularly useful for healthcare organizations that have the need to manage multiple facilities.
Healthcare staff can submit expenses with digital receipts through structured reimbursement workflows, making it easier for finance teams to review, approve, and document CME and travel-related expenses.
Volopay’s expense management system has the ability to integrate indirectly through accounting and ERP systems. It focuses on financial operations rather than clinical data and does not directly connect to EMR or EHR platforms.
Volopay centralizes vendor payment workflows with approvals and audit trails. Centralized workflows go far in helping healthcare organizations maintain organized records for vendor payments and internal compliance reporting.
Yes, Volopay allows setting different, nuanced expense policies for different departments. Finance teams can define department-specific controls and approval workflows to reflect different operational needs across surgical, diagnostic, pharmacy, administrative, and various other teams.
Volopay provides real-time visibility into outgoing payments, reimbursements, and recurring expenses. Equipped with a full suite of cash control features, Volopay’s platform helps finance teams monitor cash flow and plan expenditures more effectively.
Volopay maintains detailed records of approvals, payments, and expense documentation, enabling finance teams to generate audit-ready reports when required.
Implementation timelines vary based on organizational complexity, but Volopay is designed to integrate into existing financial workflows without major operational disruption.