vHelp - Pay one-off expenses in minutes!

Clients

Community Voluntary Services Tendring Partner

Benefits of vHelp

Save times
Reduces admin and paperwork by over 85%, enabling you to focus on making a difference.
Pay users quickly
Payments are reimbursed within 24hrs, ensuring your volunteers or users are not left out of pocket for long periods.
Real time data
Get full visibility of transactions using our state-of-the-art dashboard.

What do people say about vHelp?

This app has made reimbursing our volunteers simple and easy and allows them to be flexible when they need to. I've been coordinating volunteers who support isolated residents, meet and greet at vaccine clinics and helping at symptom-free testing centres through the pandemic. Clean and simple design... Claire, Volunteer Manager, Halton & St Helens

How vHelp works

The organisation registers with vHelp where we store their card details securely and invite their users or volunteers to register
The user or volunteer claims expenses through the app or the website by entering expense details and submitting a receipt
The organisation's assigned admin can approve or reject expenses
When an expense is approved, vHelp will charge the organisation’s card and reimburse the user’s bank account

vHelp Teams

vHelp Teams is ideal for larger organisations where you may have several volunteer managers each managing a group of volunteers. Each volunteer manager will be able to see and manage their own volunteers’ expenses.

vHelp Teams Features

The same great benefits with added features:

Two layers of approval: once volunteer managers approve expenses, they go to the next level of approval (account admin)
Allows each team to set up their own cost codes
Several volunteer managers can be assigned to each team
Teams can have their own payment method, separate from the parent organisation, making accounting easier

Q&A

Who is vHelp for?

vHelp can be used for processing one-off expenses and is ideal for processing expenses for those who are not on payroll. Users such as volunteers, clinical research participants, guest speakers and market research participants are some of the current users we’ve helped with expenses.

Which organisations can use vHelp to reimburse expenses?

Simply anyone can use vHelp; businesses, charities, local authorities and so on., vHelp can support in managing and facilitating the payment of expenses for employees and non-employees.

vHelp is particularly unique in providing expense solutions for

Charities working with volunteers
Medical research organisations reimbursing research participants
Market research organisations paying research participants for their time
Universities and other bodies who invite people for one-off events such as public speakers

vHelp is currently the only solution covering these industries.

Is there a cost to using vHelp?

Yes there is, our pricing is designed to cater for the fluctuating nature of expenses, so organisations only pay for what they use. Please check out our Pricing Page for more information.

How can my organisation start using vHelp for my expenses?

You can register here to start using vHelp and invite your users, participants, volunteers or public speakers to claim expenses. You can also invite colleagues to help you approve expenses. Registering and setting up your organisation will take you a few minutes.

You will need to have access to your organisation’s bank card that will be used to deduct expenses from and reimburse the users or volunteers.

If your organisation doesn’t have a bank card, please get in touch with us on hello@vhelp.co.uk and we will discuss other available options.

How can users sign up to vHelp?

To be able to register with vHelp, users have to be associated with an organisation that is using vHelp. If the organisation is registered with vHelp and advises you to claim expenses through us then ask them for their organisation code and you can register directly here. Once you register you can claim expenses through the website or the app.

If you can’t find your organisation code, please get in touch with us on hello@vhelp.co.uk.

You can also register through an invitation link sent to you by your organisation. The email would have come from hello@vhelp.co.uk if you need to search for it in your inbox.

How does the volunteer get reimbursed after completing an expense?

When the user or volunteer completes their first expense through the vHelp app or online dashboard they will be asked to enter their bank account details. Once the organisation’s manager approves the expenses, the volunteer or user will be reimbursed directly into their bank account. Reimbursements can take up to two working days, but can be as quickly as 24 hours.

As a user registering with you, is my data safe?

Absolutely. Data protection is very important to us and safeguarding data is a big part of our company values. We will only use your data for the purpose of processing expenses and not any marketing purposes. Please read our Privacy Policy for more information on how we manage your data.

My organisation runs a variety of projects and activities. Can you book expenses against different activities to help us track costs?

Yes indeed. When you register your organisation, you will get access to a state-of-the-art dashboard where you can set up different cost codes and carry out other activities. Users will then be able to select from a drop-down menu the activity, project or cost code they want to book their expense against. vHelp also enables you to download reports about specific cost codes to help you with tracking costs against those areas.

My organisation pays for mileage. Can we set this up on vHelp?

Yes you can. When you register your organisation, you will get access to the dashboard where you can set up and update the price per mile rate you reimburse your users or participants by.

I’m a volunteer or research participant. My organisation advised us to use vHelp to get reimbursed for expenses. How do I get started?

There are few ways for users to register and be associated with their organisation through vHelp’s platform.

You get invited by your organisation through an invitation email with a URL from hello@vhelp.co.uk, the link will take you to your organisation’s registration page.
You can register directly on our website by inputting your organisation code, so we can associate you with the right organisation.

If you can’t find your invitation URL or organisation code, please get in touch with us on hello@vhelp.co.uk or via chat and we’ll provide it for you.

Can we use vHelp for employees?

Yes, some of our clients use vHelp for employees. It’s very straightforward to set up and invite your employees to use vHelp.

We also have a great feature for those organisations that want to use vHelp for both users and employees, we allow the employee to switch their account on the app to a user account and claim an expense. Any expense an employee claims will go to another Manager’s queue for approval, so they don’t approve their own expenses.

Is vHelp accessible?

Yes, vHelp was designed with accessibility as a priority we also worked with the accessibility team at the Royal Institute of the Blind (RNIB) to review and improve our accessibility on both the app and the websit