Permission Required: Users with the Admin Profile, Member profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
The Volopay platform simplifies the reimbursement process, allowing those without a company card to request reimbursements, which are swiftly checked for compliance and approved. With customizable payment settings and seamless accounting integrations, submitting reimbursements is efficient, ensuring all claims adhere to company policy and are processed promptly.
If you have a specific topic in mind, skip to the section below:
Adding bank account details
To ensure you receive the reimbursed amount in your personal account, you need to add your personal bank account details.
Start by clicking the profile icon at the top right corner of the screen, then select My profile to modify your profile details.
Choose Edit profile.
Scroll down to find and select Add bank details.
Fill in all necessary information about your bank account and save it.
Out of pocket claims
Out of pocket reimbursements efficiently compensate employees for personal funds used on business expenses, enhancing financial tracking and compliance within organizations. This system supports transparent expense management and policy adherence.
Creating a reimbursement claim manually:
Go to My Volopay and select the Claims tab under the Reimbursement section.
Choose Create claim to begin.
When you're in the out-of-pocket section, fill in all required details for the reimbursement claim.
Review the overall details of your claim by clicking Continue.
Finally, submit your claim for approval.
Regardless of the currency used for submission, all reimbursements will be converted to your region's base currency.
Creating a reimbursement claim using Magic scan
Utilize Volopay's AI OCR system based Magic scan feature to effortlessly upload and auto-fill details from multiple receipts at once, streamlining the creation of reimbursement claims. Our system allows for quick edits and bulk submissions, ensuring a seamless and efficient expense management process.
Navigate to My Volopay, find the Reimbursement section, and choose Claims.
Select Upload receipts to start.
Upload your receipts, either individually or in bulk for multiple claims.
After uploading, click Proceed and wait for the system to process the receipts.
Once processed, the receipt details will be auto-filled in the Claim drafts section.
Select Review to check the system's pre-filled details.
Edit any pre-filled details as necessary, adding any additional required information.
After ensuring all details are correct, click Continue.
Finally, verify the details one last time and submit the claim for processing.
Reminder when using this function: Please be aware that our OCR (Optical Character Recognition) function may not always be completely accurate. We recommend double-checking all OCR results to ensure their correctness. If you encounter persistent errors, please share the details with our customer support team for assistance. Your feedback helps us improve our services
Creating out of pocket claims via Email
To streamline your reimbursement submissions, we offer a personalized email address specifically for forwarding receipts. Simply email your receipts to this address, and they will automatically be converted into claim drafts within the reimbursement system.
Email your receipts to ‘claims+<your company name>@volopay.co’.
Receipt details will then be auto-filled in the Claim drafts section for review.
Review the system-generated details and make any necessary edits or additions.
Confirm all details are accurate and click Continue.
Review everything once more before submitting the claim for approval.
Mileage claims
Mileage claims reimburse individuals traveling for business, compensating based on the distance traveled. This approach accounts for expenses such as fuel costs and vehicle wear and tear, ensuring fair compensation.
How to create a mileage claim manually
Click Create claim.
Select the Mileage option.
Input your start and end locations. The system can automatically calculate the distance and determine the country. Alternatively, you can manually enter the kilometers and choose the country you traveled in to ensure the correct mileage rate is applied.
Fill in the rest of the necessary details for the mileage claim.
Review the overall details of your claim by clicking Continue.
After verifying your details once more, submit your claim for approval.
Archive Option for Claim Owners
Claim creators can now archive their reimbursement requests while they are pending for approval / approved.
This modification allows claim creators to archive their claims in the event of accidental or erroneous claim creation.
To utilize this feature, simply navigate to My Volopay -> Claims -> Active, and Select the claim you wish to archive. You'll find the "Archive" button located here:
