Simple logistics expense management for complex supply chain overheads
Running a logistics business means juggling countless expenses. From fuel costs and vehicle maintenance to driver reimbursements and warehouse overheads, every dollar matters when margins are tight.
Traditional expense tracking methods leave you blind to spending patterns, struggling with manual reconciliation, and unable to control costs in real-time. Volopay's logistics expense management platform brings all your operational and employee expenses into one unified system, giving you complete visibility and control over every aspect of your logistics spending.
Whether you manage a fleet of trucks, coordinate warehouse operations, or oversee transportation networks, you can now track, approve, and optimize every expense from a single dashboard.
Centralize all fleet and operational expenses in one dashboard
● Volopay consolidates all your business expenses in one comprehensive dashboard. You'll see real-time spending data across all vehicles, facilities, and employees, making it easy to identify cost overruns before they impact your bottom line.
● Set custom budgets for different categories, receive alerts when spending exceeds thresholds, and generate detailed reports that break down costs by vehicle, route, driver, or facility. This expense management for logistics companies eliminates the chaos of spreadsheets and gives you financial clarity.
Track fuel expenses and optimize fuel management
● Our logistics spend management software gives you complete visibility into every fuel purchase. You can issue dedicated fuel cards with preset spending limits, restrict purchases to fuel-only transactions, and instantly flag anomalies like unusual purchase amounts or off-route fill-ups.
● The platform automatically categorizes fuel expenses and reconciles them with your accounting system. With comprehensive fuel spending analytics, you can identify inefficient routes, compare fuel consumption across vehicles, and negotiate better rates with fuel vendors based on accurate volume data.
Control driver expenses and reimbursements effortlessly
● Volopay reduces reimbursement cycles for drivers from weeks to days. Drivers snap photos of receipts using the mobile app, which automatically extracts transaction details and matches them to company policies.
● To reduce reimbursement hassles, you can issue physical or virtual corporate cards to drivers with preset daily or weekly limits, ensuring they have funds available while preventing overspending.
● The fleet expense management system automatically flags policy violations and requires additional documentation for unusual expenses.
● Drivers get reimbursed faster, finance teams spend less time on manual processing, and you maintain complete visibility into all expenses across your organization.
Automate toll payments and permit tracking
● Issue dedicated virtual cards for toll accounts and transponder subscriptions, automatically track all toll transactions by vehicle and route, and reconcile charges against your transportation management system.
● The platform can help you maintain a complete history of permit purchases—IFTA licenses, overweight permits, and state registrations.
● You can also set reminders for payments to prevent costly lapses in compliance.
● With real-time visibility into toll expenses by route, you can optimize routing decisions and accurately calculate trip costs.
Manage warehouse and facility operational costs
● Volopay's transportation expense tracking software lets you create department-specific budgets for each location, issue virtual cards for facility managers with spending limits, and track expenses by category & vendor.
● The platform automatically captures and categorizes every purchase, from forklift maintenance and loading dock repairs to office supplies and security services.
● You can compare operational costs across multiple facilities, identify opportunities for vendor consolidation, and ensure facility spending stays within budget.
Control technology and software subscription expenses
● Modern logistics operations rely on transportation management systems, route optimization software, GPS tracking, and various SaaS subscriptions.
● These recurring costs can accumulate into substantial expenses if not monitored. Volopay helps you take control of these subscriptions, identifying redundant tools and preventing unauthorized purchases.
● Create virtual cards for each subscription with exact monthly limits, receive renewal notifications before charges hit, and easily cancel unused services.
● The expense management for logistics companies platform gives you a complete inventory of all technology expenses, ensuring you're only paying for tools your team actually uses.
Integrate seamlessly with logistics accounting systems
● Your expense management solution should work with your existing financial infrastructure, not against it.
● Volopay integrates directly with major accounting platforms like QuickBooks, Xero, NetSuite, and specialized logistics accounting software, automatically syncing all transaction data, eliminating duplicate data entry, and ensuring your financial records stay accurate and up-to-date.
● Every expense is automatically categorized according to your chart of accounts, complete with supporting documentation, vendor details, and custom fields for tracking by vehicle, driver, route, or facility.
● The logistics spend management software supports custom integrations with your transportation management system and other operational platforms, creating a seamless flow of financial data across your entire technology stack.
Experience smarter, faster spend control with Volopay
FAQs
Volopay issues dedicated fuel cards with customizable spending limits for each vehicle or driver. Every fuel purchase is automatically captured with digital receipts, categorized by vehicle, and tracked in real-time. You can monitor fuel consumption patterns, identify anomalies, compare costs across routes, and generate detailed fuel analytics to optimize your fleet's fuel management and cost-saving opportunities.
Yes, Volopay manages all logistics expenses in one platform. Issue corporate cards for operational costs like maintenance, fuel, and warehouse supplies, while processing driver reimbursements through the mobile app where drivers submit receipt photos for quick approval. You'll have complete visibility across both operational spending and employee expenses, with automated policy enforcement and faster reimbursement cycles.
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.
Absolutely. Volopay lets you customize spending limits based on roles, routes, or vehicles. Set daily, weekly, or per-transaction limits for individual drivers, create higher limits for fleet managers, and establish category-specific restrictions like fuel-only cards. You can adjust limits instantly as needs change and receive real-time alerts when anyone approaches their threshold.
Volopay consolidates all toll transactions and fuel purchases, maintaining a detailed record needed for IFTA reporting. You can set up the platform’s payment tools in such a way that it tracks toll expenses by the driver/vehicle/route. All receipts are stored digitally and can be categorized by jurisdiction. You can generate comprehensive reports showing fuel purchases and mileage by state, simplifying quarterly IFTA filings and reducing compliance risk.
Yes, you can create separate budgets and expense categories for each facility location. Assign location-specific cards to warehouse managers, track spending by facility and category, and compare operational costs across all locations. The dashboard provides location-based analytics, helping you identify cost disparities, optimize facility budgets, and make data-driven decisions about warehouse operations.
Drivers submit expenses through the mobile app with receipt photos and trip details. You can set automated per diem rates based on location and trip duration, configure mileage reimbursement calculations, and establish policy rules for eligible expenses. Approvals are routed automatically, policy violations are flagged instantly, and compliant reimbursements are processed quickly. This reduces administrative burden and improves driver satisfaction.
Volopay offers customizable reports breaking down expenses by vehicle, driver, route, facility, vendor, category, and time period. Generate fuel efficiency reports, maintenance cost analyses, driver spending summaries, and budget variance reports. Export data for deeper analysis, schedule automated report delivery, and access real-time dashboards showing spending trends across your entire operation.
Implementation typically takes 2-4 weeks, depending on your operation's complexity and integration requirements. Our customer success team helps you manage data migration, accounting system integration, and customization of approval workflows, spending categories, and user permissions. Your team receives comprehensive training, and dedicated support ensures smooth onboarding. Most logistics companies start seeing benefits within the first month of deployment.
