Permission Required: Users with the Admin Profile, AP Clerk and Custom Profile can access this feature
Regional Availability: Australia, India, Singapore, United States
Overview
Volopay's bill pay system is designed to accelerate and simplify the process of paying bills. This guide provides detailed instructions on how to create bill payments efficiently, utilizing features such as Magic Scan for OCR and manual entry.
Creating a Bill Payment through Magic Scan OCR
Volopay's Magic Scan uses OCR technology to quickly extract data from uploaded invoices, streamlining the bill creation process.
Access the Bill Pay section from your Volopay dashboard.
You can upload invoices by dragging and dropping files into the Bill Drafts page or by using the 'Upload Files' button in the New Bill window.
Once uploaded, Volopay's OCR technology scans the invoice, extracting crucial details such as vendor information, invoice number, Invoice Currency field, due date, and line items.
After OCR processing, review the pre-filled bill details to ensure accuracy. make any necessary corrections or additions.
Once the bill details are confirmed, submit the bill for the necessary approvals within your organization.
Note: 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.
Note:
The maximum receipt upload size is 10MB
Supported image types: jpg, jpeg, png, pdf
Manual Bill Creation
If you prefer not to use OCR or need to enter details not captured by Magic Scan, you can create a bill manually.
In the Bill Pay module, click on '+ Create Bill' to open the bill creation form.
Input all relevant details including vendor name, invoice number, payment terms, and line items.
Upload the invoice and any other relevant documents that support the bill.
Once all information is entered, review your entries and submit the bill for approval.
Note:
The maximum receipt upload size is 10MB
Supported image types: jpg, jpeg, png, pdf
Email Invoice to Upload in Volopay
For added convenience, volopay provides an AP email feature where you can forward your invoices directly.
Send your invoices to bill+<company name>@volopay.co
You can locate your dedicated email by going to your "Invoice Inbox" in the Billpay Module
Invoices sent to this email are automatically converted into bill drafts within the Bill Pay system.
Pro Tip: You can also ask your vendors their invoice to your dedicated invoice email to save time on payment creation
Note: Each individual file attached must not exceed 10MB in size. Currently, there is no fixed limit on the number of attachments that can be included in a single email. However, our team is internally reviewing this policy and may introduce a limit in the future. We will be sure to communicate any changes to you in advance.
Save Your Bills as Drafts
Saving your bills as drafts allows for securely storing bill information before final submission, providing flexibility to verify details or gather necessary documents at a later time.
Navigate to the Bill Pay section within your account.
Click on 'Create Bill' or 'New Bill' to begin entering details of the bill.
You can create via OCR or Manually Create by inputting the necessary details
Once all details are correct
Instead of submitting the bill for payment, click on the 'Save Changes' button to save all entered information.
To revisit and complete the draft, navigate to Bill pay tab > Invoices.
Manage Self-Created Bills and Payments
New Permission for Privacy and Restriction: In previous version, the "member" role could create bills and vendors but could only view items they created themselves. In this new version, this was replaced by the AP Clerks role, which provided view access to all bills created by any user.
To maintain the privacy and restriction levels of the "member" role for clients who prefer this setup, we have introduced a new permission under roles and permissions: Manage self-created bills and payments.
Capabilities of the New Permission:
Create vendors
View all vendors
Create bills for all vendors
View and edit access only for self-created bills
Admins can setup this functionality by creating a custom role with the same permission, and assigning members to this custom role.
Duplicate payments are now easily recognizable
To make it easier for users to identify duplicate bill and salary payments, there is now a small cue visible below the line item in the approval table itself.
Users no longer need to manually inspect each bill payment to determine its duplicate status.
Local Payment Methods : US Only
Overview
Volopay supports a range of US local payment methods to help you manage domestic transactions efficiently. These options provide flexibility, speed, and control for business payouts, vendor payments, and more — all from within the Volopay platform.
Available Payment Methods, Limits, and Processing Times
Payment Method | Transaction Limit | Settlement Time |
ACH Transfers | Up to $15 million per transaction | 1–3 business days |
Wire Transfers | No maximum limit | Same business day |
FedNow Transfers | Up to $500,000 per transaction | Immediate, 24/7/365 (including weekends/holidays) |
Vendor Setup Requirements for Wire and FedNow Transfers
To process Wire or FedNow transfers for your vendors (applicable only to vendors with USD bank accounts in the US and using a local payment method), the following optional fields must be added to their bank details:
Fedwire Routing Code (for Wire transfers)
FedNow Routing Code (for FedNow transfers)
Note: ACH transfers only require the standard routing and account numbers; no additional fields are needed.
How to Update Existing Vendor Bank Details
To add routing codes for Wire or FedNow transfers to an existing vendor:
Go to the Vendors module.
Select the relevant vendor and click Edit Bank Details.
Enter the appropriate Fedwire or FedNow routing code.
Save changes.
How to Set Up a Transfer Method for a Vendor
To define the preferred transfer method for a vendor:
Navigate to the Vendors module.
Select the desired vendor.
Click Edit Vendor, then scroll to Add New Bank Details.
Choose the transfer method: ACH, Fedwire, or FedNow.
Enter the required bank information and save.
How to Select a Transfer Method in Bill Pay
When creating a new bill, follow these steps to select the transfer method:
Go to the Bill Pay module.
Click + Create Bill.
Select the vendor and input the invoice number, payment terms, and line items.
Select the desired Payment Method.
Choose the Payment Date.
Select the Approval Setting (e.g., “Pay once approved”).
(Optional) Enable recurring payment if needed.
Fees and Billing
Transaction fees apply to all listed payment methods. These fees are automatically charged based on your current billing plan.