Get Started
Welcome to Bvodo! This guide will help you set up your account and start managing expenses in minutes.
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.
Submit
Upload receipts and submit expenses in seconds
Approve
Review and approve with one click
Reimburse
Automatic payouts to employee bank accounts
Quick Start
Create your organization
Sign up and set up your company profile with basic details.
Invite your team
Add employees and assign roles (Admin, Manager, Staff).
Fund your wallet
Add funds to enable automatic reimbursements.
Start submitting expenses
Employees can now submit expenses for approval.
Account Setup
Tip: Complete your organization profile to unlock all features and ensure smooth payouts.
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
Expenses
Learn how to submit, track, and manage expenses efficiently.
Submit an Expense
Submitting an expense takes just a few seconds with our AI-powered receipt scanning.
- 1Click New Expense from your dashboard
- 2Upload your receipt (photo or PDF)
- 3Review the auto-extracted details (vendor, amount, date)
- 4Add a description and select a category
- 5Submit for approval
Receipt Upload & OCR
Our AI automatically extracts information from your receipts, saving you time on data entry.
Supported Formats
JPG, PNG, PDF (max 10MB)
Auto-Extracted
Vendor, amount, date, tax
Categories
Expenses are organized into categories for better tracking and reporting:
Expense Status
Admin Guide
Everything administrators need to know about managing expenses, users, and policies.
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:
| Category | Daily Limit | Requires Receipt |
|---|---|---|
| Meals | $75 | Yes |
| Transport | $150 | Yes |
| Office Supplies | $200 | Yes |
User Management
Manage team members and their permissions:
Admin
Full access to all settings, approvals, and reports
Manager
Can approve expenses for their team members
Staff
Can submit expenses and view their own history
Integrations
Connect Bvodo with your existing tools:
QuickBooks
Auto-sync expenses to accounting
Slack
Approval notifications
Staff Guide
A quick guide for employees on submitting and tracking expenses.
Overview
As a staff member, you can submit expenses, track their status, and receive reimbursements directly to your bank account.
First time? Make sure to set up your payout method in Settings → Payout Methods before submitting expenses.
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
Travel
Book and manage business travel with built-in policy compliance.
Book Flights
Search and book flights directly through Bvodo:
- 1Go to Travel → Flights
- 2Enter your origin, destination, and dates
- 3Select from available options (policy-compliant options highlighted)
- 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:
Nightly Limits
Max hotel rate per night
Cabin Class
Allowed flight classes
Advance Booking
Required days in advance
Preferred Vendors
Preferred airlines/hotels
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
Reimbursement
How expense reimbursements work from approval to payment.
How It Works
Expense Approved
Manager approves your expense submission
Payout Initiated
System automatically initiates transfer to your bank
Funds Deposited
Money arrives in your account (2-3 business days)
Processing Time
After approval, funds are typically deposited within 2-3 business days. Processing times may vary by bank.
Status Tracking
Track your reimbursement status on the expense detail page:
Payout
Set up and manage your payout method to receive reimbursements.
Setup Payout Method
Connect your bank account to receive reimbursements:
- 1Go to Settings → Payout Methods
- 2Click Connect Bank Account
- 3Complete identity verification (powered by Stripe)
- 4Add your bank account details
- 5Verify with micro-deposits (if required)
Secure: Bank details are encrypted and handled by Stripe. Bvodo never stores your full account number.
Payout Schedule
Payouts are processed automatically when expenses are approved:
Instant Initiation
Payout starts immediately after approval
Bank Processing
2-3 business days for deposit
Supported Banks
We support most major banks in:
Troubleshooting
Payout Failed
Check that your bank account is verified and has the correct details. Contact your admin if the issue persists.
Verification Pending
Complete identity verification in Settings → Payout Methods. This may require uploading ID documents.
Funds Not Received
Allow 2-3 business days for processing. Check your expense status shows "Completed" before contacting support.
Need more help?
Can't find what you're looking for? Our team is here to help.