Overview

Bvodo is a complete expense management platform that helps businesses track, approve, and reimburse employee expenses. Whether you're a small startup or a large enterprise, Bvodo scales with your needs.

Quick Start

Account Setup

After signing up, you'll need to complete a few setup steps:

• Add your company name and logo
• Set your base currency
• Configure expense categories and limits
• Set up approval workflows

Submit an Expense

Submitting an expense takes just a few seconds with our AI-powered receipt scanning.

1. 1Click New Expense from your dashboard
2. 2Upload your receipt (photo or PDF)
3. 3Review the auto-extracted details (vendor, amount, date)
4. 4Add a description and select a category
5. 5Submit for approval

Receipt Upload & OCR

Our AI automatically extracts information from your receipts, saving you time on data entry.

Categories

Expenses are organized into categories for better tracking and reporting:

Expense Status

Dashboard Overview

The admin dashboard provides a complete view of your organization's expense activity:

• Pending Approvals - Expenses waiting for your review
• Wallet Balance - Available funds for reimbursements
• Recent Activity - Latest submissions and approvals
• Spending Analytics - Charts and trends by category

Approval Workflow

Configure how expenses flow through your organization:

For expenses exceeding policy limits, you can configure multi-level approval requiring finance team sign-off.

Expense Policies

Set spending limits and rules for each expense category:

User Management

Manage team members and their permissions:

Organization Wallet

The organization wallet is your prepaid balance used to reimburse employee expenses. Before employees can receive reimbursements, you must fund the wallet.

Setting Up Wallet Funding

1. 1Go to Admin → Settings and complete Stripe verification
2. 2Provide business information and bank account for verification
3. 3Once verified, navigate to Admin → Wallet
4. 4Click Add Funds and complete payment via credit card

Wallet Dashboard

Expense Coding

Expense coding allows you to categorize expenses with custom fields that sync directly to QuickBooks, ensuring clean, categorized data flows to your accounting system.

Creating Coding Fields

1. 1Go to Admin → Expense Coding
2. 2Choose a Quick Start Template or create custom fields
3. 3Configure the field name, source type, and whether it's required
4. 4For QuickBooks fields, click Sync from QuickBooks to pull values

Source Types

Hierarchical Fields

Create dependent fields for filtering. For example, when an employee selects a Client, only that client's Projects appear in the next dropdown.

Integrations

Connect Bvodo with your existing tools:

QuickBooks GL Account Mapping

Map expense types to QuickBooks expense accounts so expenses post to the correct ledger accounts.

1. 1Go to Admin → Integrations → QuickBooks
2. 2Click Configure Account Mappings
3. 3For each expense type, select the corresponding QuickBooks account
4. 4Click Refresh accounts to pull latest accounts from QuickBooks

Overview

As a staff member, you can submit expenses, track their status, and receive reimbursements directly to your bank account.

Submitting Expenses

Tips for faster approvals:

• Upload clear, readable receipts
• Include complete descriptions
• Submit within your company's policy timeframe
• Ensure amounts match the receipt

Tracking Status

View all your expenses from the Expenses page. Click any expense to see:

• Current approval status
• Reimbursement progress
• Rejection reasons (if applicable)
• Receipt and expense details

Mobile App

Submit expenses on the go with our mobile-friendly interface:

• Take photos of receipts directly
• Submit expenses immediately after purchase
• Get push notifications on approval

Book Flights

Search and book flights directly through Bvodo:

1. 1Go to Travel → Flights
2. 2Enter your origin, destination, and dates
3. 3Select from available options (policy-compliant options highlighted)
4. 4Complete booking or submit for approval

Book Hotels

Find and book accommodations within policy:

• Search by city or address
• Filter by price, rating, amenities
• See policy compliance indicators
• Book directly or request approval

Travel Policies

Admins can set travel policies including:

Approval Process

Bookings outside policy require approval before confirmation. The approver will see:

• Trip details and itinerary
• Total cost breakdown
• Policy compliance status
• Business justification

How It Works

Processing Time

Status Tracking

Track your reimbursement status on the expense detail page:

Setup Payout Method

Connect your bank account to receive reimbursements:

1. 1Go to Settings → Payout Methods
2. 2Click Connect Bank Account
3. 3Complete identity verification (powered by Stripe)
4. 4Add your bank account details
5. 5Verify with micro-deposits (if required)

Instant Payout

Get reimbursed within minutes instead of days by adding a debit card to your payout methods.

Setting Up Instant Payout

1. 1Go to Settings → Payout Methods
2. 2Click Add Debit Card
3. 3Enter your Visa or Mastercard debit card details
4. 4Once saved, approved expenses can be paid instantly

How It Works

Supported Cards

Payout Schedule

Payouts are processed automatically when expenses are approved:

Supported Banks

We support most major banks in:

Troubleshooting