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, 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.
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.
Email to Upload
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 from a registered company email address.
Invoices sent to this email are automatically converted into bill drafts within the Bill Pay system.
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.
Fill in all the required fields, such as vendor information, amount, invoice number, and any additional notes.
Instead of submitting the bill for payment, click on the 'Save as Draft' button to save all entered information.
To revisit and complete the draft, navigate to the 'Drafts' tab in the Bill Pay section whenever you are ready.