Permission Required: Users with the Admin Profile, AP Clerk and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, 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, 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.
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 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
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.
