Permission Required: All Users can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
Attaching receipts to expenses is crucial for ensuring accuracy, accountability, and compliance in financial management. Receipts serve as concrete proof of transactions, helping to verify that all expenses are legitimate and correctly recorded. This practice is essential for audit compliance, as it provides the necessary documentation to support expense claims and prevent discrepancies. Additionally, attaching receipts aids in effective budget management by offering detailed insights into spending patterns, which can be analyzed for more informed decision-making. It also plays a key role in preventing fraud, streamlining reimbursement processes, and meeting tax compliance requirements, ultimately contributing to more transparent and reliable financial operations.
Uploading Receipts using Magic Scan
Utilize Volopay's AI OCR system based Magic scan feature to effortlessly upload and auto-fill receipts against expenses, streamlining the completion of expense submission policy. Our system allows for quick edits and bulk submissions, ensuring a seamless efficient expense management process.
Volopay automatically matches the receipts you send to receipts+{company subdomain}@volopay.co to your expenses.
Pro Tip: For customers who want to save even more time, you can now set up forwarding rules in your email account that'll automatically forward receipts to respective expenses.
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.
Leveraging our Automatic Receipt Matching
We offers automatic receipt matching for multiple languages/countries and international currencies, which means that we'll automatically match your receipts to the correct transactions in seconds. You no longer have to spend time finding receipts and attaching them to your expenses one at a time.
Receipt status
We automatically verify the receipts submitted, if it matches the corresponding expense. This helps your teams save time by not having to verify each receipt manually.
Volopay checks the receipt against the expenses and compares the following fields with each other:
The amount
The date
The merchant
The Currency
If 2 out of 3 of these checks pass, We will label a receipt as "Auto-Verified" (green icon)
When a receipt is submitted but does not pass Volopay verification, it will be in a grey icon.
Match across employees at your company
Receipts sent to that authorized email will also be considered to be matched on transactions across the company. If your receipt is considered a better match for another employee's transaction, we will match the receipt you forward with the other employee's transaction.
Notes:
The maximum receipt upload size is 10MB
Supported image types: jpg, jpeg, png, pdf
Uploading Receipts Manually
Manually attaching receipts to expenses is an important step in maintaining accurate financial records and ensuring accountability. By manually adding receipts, individuals and organizations can directly verify the legitimacy of each expense, reducing the risk of errors or discrepancies in financial reporting. Manual attachment requires some effort but it offers the advantage of a thorough review process, allowing users to ensure that each receipt is properly categorized and linked to the correct expense. This contributes to more organized financial management, streamlined reimbursement processes, and better compliance with tax and regulatory requirements.
How to Add Receipts Manually
1. Go to “My Volopay” and click on “Overview.”
2. Select the transaction that requires a receipt upload.
3. Scroll down to the “Receipt” section at the bottom of the screen.
4. Click “Browse Files” to open a pop-up window where you can choose the file you want to upload.
5. After selecting the file, it will upload automatically and be attached to the transaction, ready for review by the admin or approving managers.
6. Optionally, you can add a “Memo” to provide additional details about the transaction or expense.
Note: Accepted file formats are PNG, PDF, JPG, and GIF, with a maximum file size of 10MB.
Receipt Inbox
Overview
The Receipt Inbox is a powerful feature designed to simplify receipt management and expense reconciliation for your team. This tool helps streamline the process of collecting, matching, and managing receipts efficiently.
What is Receipt Inbox?
Receipt Inbox is a centralized location where all uploaded receipts are collected, processed, and matched with their corresponding transactions. Whether receipts are emailed, manually uploaded, or captured via mobile, this feature ensures a seamless reconciliation process.
Key Features:
Centralized Receipt Management – Keep all receipts in one place for easy tracking and management.
Automated Matching – The system automatically matches receipts to expenses based on amount, date, and merchant.
Manual Matching – If a receipt is unmatched, users can manually associate it with an expense.
Email Upload – Forward receipts to
expense+<subdomain>@volopay.co, and they will appear in your Receipt Inbox.Smart Processing – Background processing ensures receipts are categorized efficiently.
Seamless Integration – Works smoothly with your existing expense tracking and accounting setup.
Create Reimbursement Claims – Users can create reimbursement claims directly from the Receipt Inbox for unmatched receipts related to out-of-pocket expenses.
Mobile Support – Any receipt uploaded via mobile that gets auto-matched will be labeled as "Auto captured via Mobile," allowing for easy tracking and seamless expense management on the go.
How It Works
Upload receipts via email, mobile capture, or manual upload.
System processing attempts to auto-match receipts with expenses.
Manual matching is available if a receipt remains unmatched.
View matched transactions with receipts attached for improved expense visibility.
Benefits
Implementing Receipt Inbox enhances your expense management process by:
Reducing reconciliation time
Improving compliance and audit readiness
Eliminating lost receipts and missing documentation
With Receipt Inbox, expense tracking becomes faster, more organized, and less manual, giving finance teams more control and visibility over company spending.