Permission Required: Users with the Admin Profile, External Accountant and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
For finance teams and accountants, prompt book closures and insightful accounting data are essential. Volopay assists in several ways:
Easy Integration: Connect Volopay to your accounting software. It automatically tracks all expenses, from bills to card charges, ensuring they're properly categorized.
Precision with Peace of Mind: Volopay showcases multiple data points, card policies, and your past classifications to ensure accurate data entry.
Syncing Transactions to your Accounting Software
We facilitate syncing card expenses, reimbursements, and bill payments (with multiple providers) to your accounting system.
Our intuitive workflow:
Completed transaction review: Review what transactions are pending requirements.
Pending to Verify: Ensure all required accounting fields are populated, then click the verify button.
Pending to Sync: Sync all items that have been verified in one fell swoop by pressing Sync.
Synced: Volopay sends over all transaction details, to your accounting software, including the expense/reimbursement receipt and memo.
Set-up Flow
Step 1: Connect your Accounting Software
Connect your accounting software, and we'll fetch essential data like your chart of accounts for precise spend classification.
Step 2: Configure the default accounts for your company
Select the accounts from your accounting provider that Volopay will use for posting transaction information.
Step 3: Automate your Accounting
Automate transaction classification by setting accounting rules based on merchant details and card information.
Step 4: Sync transactions to your Accounting Provider
With a click, sync transactions like corporate card charges and reimbursements to your accounting system.
Find more information by looking at these articles:
How to sync a transaction?
Start by selecting the type of transaction to sync from the accounting section.
Step 1: Hover over the accounting section and choose the desired transaction type.
Step 2: Navigate to the pending section to see transactions with "Pending to verify" status and waiting for sync.
Step 3: Before verifying a transaction, ensure the necessary accounting fields are added in the transaction details, which will be synced into the accounting software.
Step 4: Use the "verify" button on the table to verify a transaction, which you would like to sync. Once a transaction is verified it's status will change to "Pending to sync".
Note: Remember, only verified transactions can be synced into the accounting software. Unsettled expenses cannot be verified. In order for a transaction to get verified, the mandatory fields needs to be filled.
Step 5: Once a transaction has been verified the sync button will get enabled, and you can subsequently sync the transaction into your accounting software.
That's it! Now you're syncing transactions into your accounting software with ease.
Marking a Transaction as Synced Without Syncing It to the Accounting Software
You can mark a transaction as synced without actually syncing it to the client’s accounting software by following the steps below:
Step 1: Hover over the Accounting section and select the relevant transaction type.
Step 2: Go to the Pending section to view transactions with the status “Pending to verify” that are awaiting sync.
Step 3: Before verifying the transaction, ensure all required accounting fields are completed in the transaction details, as these are typically used for syncing to the accounting software.
Step 4: Click the Verify button in the table for the transaction you wish to process.
Step 5: Once the transaction is verified, click the three-dot menu next to the
Unverify option and select Mark as Synced. A small note will appear for reference, and the transaction will be moved to the Synced tab without being synced to the accounting software.