Hotel expense management made simple with Volopay
Running a profitable hotel means controlling thousands of daily expenses across food and beverage, housekeeping, maintenance, and staff operations while maintaining the quality guests expect. Manual expense tracking, delayed vendor payments, and fragmented financial systems drain resources that should go toward creating memorable stays.
You can manage every hotel expense effortlessly while gaining full control and cash flow clarity with Volopay. Volopay's hotel expense management platform consolidates all operational spending into one unified system, giving you complete financial control without the administrative burden.
Hotel owners and finance teams can finally protect thin profit margins, strengthen vendor relationships through timely payments, and redirect saved time and money toward what matters most: exceptional guest experiences.
One dashboard for hotel operational expenses
Volopay brings every operational expense into a single, intuitive dashboard, giving your finance team real-time visibility into F&B purchases, housekeeping supplies, maintenance bills, and staff expenses.
Track all spending in one unified system without switching tools or reconciling scattered data. You can create custom views filtered by department, vendor, property, or expense category to instantly identify spending patterns and cost drivers.
Smart budget alerts help managers stay within allocations and keep quarterly performance on track. With centralized visibility, Volopay eliminates spreadsheet chaos and endless email trails.
Streamline F&B vendor payments
Volopay streamlines F&B procurement by bringing purchase orders, delivery receipts, and vendor invoices into one automated workflow.
Automated bank transfers ensure on-time supplier payments, while F&B spend is tracked by outlet, meal period, or menu category to optimize expenditures.
Volopay's hotel spend management software automates payments to your F&B suppliers, from daily produce deliveries to bulk beverage orders and specialty ingredient vendors. The platform captures invoice details, matches them against purchase orders, and processes payments automatically.
Manage housekeeping & linen supply expenses
Quality linens and well-stocked housekeeping supplies are non-negotiable for guest satisfaction. Volopay gives complete control over linen procurement and housekeeping supply spending with vendor-specific virtual cards and automated approval workflows.
Set department-level budgets for linen, cleaning supplies, and consumables. Monitor vendor spending across properties and ensure purchases stay within approved limits.
With better visibility into housekeeping expenses, hotels can reduce waste and maintain consistent service standards. Volopay helps hotels manage these costs with structured approvals and real-time tracking.
Facility maintenance and bill management
Volopay's expense management for hotels puts spending controls in place while supporting swift action on urgent maintenance issues. Maintenance and facility expenses often involve multiple vendors and urgent payments.
Volopay simplifies these costs, making it easier to manage service providers, utility bills, and repair invoices. Approval workflows ensure accountability without slowing critical maintenance work.
Finance teams gain visibility into recurring operational costs, helping hotels forecast expenses and avoid unexpected overruns across properties. Volopay centralizes all facility-related spending, from preventive maintenance contracts to emergency repair bills and monthly utility payments.
Corporate cards for staff and departments
Volopay enables hotels to issue corporate cards for staff and departments, simplifying day-to-day operational spending.
Volopay's corporate card system allows physical and virtual cards to department heads, front desk managers, maintenance supervisors, and other key staff members with customized spending limits and category restrictions. All transactions are captured automatically, eliminating manual expense reports.
Managers can monitor usage in real time, ensuring transparency and control over employee and operational expenses. Staff members make necessary purchases without personal funds or approval delays, while you maintain complete control over who can spend what, where, and when.
Track tech subscriptions & digital operations
Hotels rely on multiple software tools to manage bookings, operations, and guest engagement. Volopay identifies every technology subscription across your hotel operations, consolidates them in one view, and flags upcoming renewals before charges hit your account.
You can monitor digital tool costs and subscriptions to optimize technology spending and support efficient hotel operational expense management without disrupting operational systems.
Virtual cards assigned to specific software subscriptions prevent unauthorized upgrades or service plan changes.
Corporate cards for employees & operations
Beyond departmental purchases, hotels often need to support employee travel, guest-related expenses, and ad hoc operational costs. Volopay corporate cards make it easy to manage these expenses securely.
Set category-level controls and spending limits while ensuring employees have access to funds when needed. Every transaction is recorded in real time, improving accountability and expense visibility.
Volopay empowers employees with controlled spending authority through role-based corporate cards, accelerating operations while preventing misuse or overspending.
Automated vendor invoice payments
Volopay simplifies hotel accounts payable automation by centralizing vendor invoices, approvals, and payments. You can transform invoice processing from a time-consuming manual task into a streamlined digital workflow.
Vendors submit invoices directly to your Volopay portal, where OCR technology extracts key details and matches them against purchase orders automatically.
Automated vendor payment processing ensures vendors are paid accurately and on time, improving cash flow management and supplier trust. Complete audit trails and digital documentation satisfy accounting requirements and simplify financial audits.
Integrate with hotel accounting systems
Volopay integrates with hotel accounting and ERP systems to ensure accurate financial records without duplicate data entry. Approved expenses and payments sync automatically with your accounting setup.
Payments processed through Volopay appear in your accounting system with complete details, properly categorized and ready for financial reporting without manual data entry.
Hotel spend management software ensures bidirectional integration with your accounting system, providing consolidated reporting across properties while maintaining detailed local records.
Hospitality success stories with Volopay
Millennium Hotels streamlines invoice cycles and vendor payments with Volopay.
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FAQs
Volopay automates F&B vendor payments through scheduled disbursements, invoice matching, and approval workflows that ensure suppliers receive timely payment while maintaining proper financial controls. The platform handles both recurring bulk orders and one-time specialty purchases through a single system.
Yes, Volopay manages expenses across all scales, from large bulk procurement orders to daily operational costs. The dashboard provides visibility into both transaction types, helping you understand total spending patterns and identify optimization opportunities across purchase categories.
Housekeeping and linen expenses are managed through vendor-specific controls, automated approval workflows, and scheduled payments that maintain consistent supplier relationships. Virtual cards assigned to these categories ensure spending stays within budget while providing purchasing flexibility.
Volopay offers granular controls that let you establish unique budgets, approval requirements, and spending limits for each department. Front desk, housekeeping, maintenance, F&B, and other departments operate with appropriate autonomy while staying within allocated budgets.
Volopay integrates seamlessly with major accounting platforms, synchronizing transaction data, vendor information, and expense categories automatically. This eliminates manual data entry and ensures financial records remain consistent across systems.
Maintenance expenses are controlled through dedicated budgets, corporate cards with preset limits, and automated payment processing for recurring service contracts. The system balances control over routine maintenance while providing flexibility for emergency repairs.
Staff members receive corporate cards with customized limits and restrictions appropriate to their roles. Cards can be configured for specific merchant categories, transaction limits, and approval requirements that prevent misuse while empowering employees.
Multi-property groups gain consolidated visibility across all locations while maintaining individual property tracking. The dashboard shows spending patterns, vendor relationships, and budget performance across your entire portfolio in real time.
Volopay generates detailed reports on spending by department, vendor, category, and time period. Custom reports help identify cost-saving opportunities, track budget performance, and provide the insights needed for strategic financial decisions.
Implementation timelines vary based on property size and complexity, but most single properties complete setup within days. Multi-property chains require additional configuration time, though properties can be onboarded sequentially to minimize operational disruption.