Quick to claim
Volunteers pick the task, add the amount and reason, and attach a receipt.
Expenses
Volunteer expenses,
Volunteer expenses,
claimed and paid properly.
Volunteers claim from their phone with a photo of the receipt. Your team approves, records payment and exports a clean register for your finance records.
Receipt photos and PDFsApprove, reject, payFinance-ready export
Clear decisions
Approve, or reject with an explanation the volunteer can act on.
A proper record
Every submission, decision, correction and payment is kept in the Activity Log.
Claiming
A claim, a receipt and a reason. That's it.
Each claim is linked to a task the volunteer is doing, so you always know what the money was for.
- Linked to their task with the date, category, amount, currency and reason.
- Receipts as photos or PDFs up to 5MB each, or an explanation of why there is no receipt.
- Rejected claims can be fixed The volunteer sees your reason, corrects the claim and resubmits it.
- Private by design Volunteers see only their own claims. Receipts stay out of the general documents area.
Claim an expenseFood bank shift
Train fare£12.40Receipt attached
Supplies£8.95Receipt attached
Parking£3.00No receipt: machine
Approving and paying
One register for every claim.
Filter by volunteer, task, status, category, currency or date, and see each claim's full history.
- Submitted, approved, rejected, paid with the payment date and an optional reference recorded when you pay.
- Locked once approved Approved and paid claims cannot be edited by the volunteer.
- Corrections with a reason An administrator can reopen a decision with a mandatory explanation. The earlier action is never erased.
- Export for your finance team as a CSV or Excel register, with a record of each download.
Volunteer expenses£184.20 to pay
6Submitted
4Approved, to pay
38Paid
1Rejected
Grace Okafor£12.40Approved
Tom Evans£46.00Submitted
Aisha Rahman£8.95Paid
Plainly put
What it does, and doesn't.
Volunteeria records claims, decisions and payments. It does not move money: you pay volunteers in your usual way, for example by bank transfer, and mark the claim as paid.
Common questions
Good to know.
Yes. They explain why a receipt is not available, and your team decides whether to approve the claim.
Volunteers see only their own. On the staff side, the register is for administrators, and access follows the Expenses permission you give each person.
No. You pay in your usual way and record the payment date and reference in Volunteeria.
Yes. Administrators with the Data Export permission can download the register as CSV or Excel. Receipt files stay securely stored rather than being included.
An administrator can reopen the decision with an explanation. The original decision stays in the history.
Also in Volunteeria
One system for your whole volunteer programme.
£49 a month or £499 a year
Every feature included
Unlimited staff and volunteers
One-month money-back guarantee
See it with your own volunteers in mind.
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