vHelp - Reimburse volunteers quickly and securely

How vHelp works

The organisations register with vHelp where we store their card details securely and invite their volunteers to register
The volunteer carries out their activity and claim the expenses through the app by entering expense details and scanning the receipt
The organisation's assigned admin can approve/reject expenses
When an expense is approved, vHelp will charge the organisation card and reimburse the volunteer bank account

The Benefits

Significantly reduces the time spent on processing expenses
Provides a complete audit trail for all transactions through a dashboard
Volunteers reimbursed within 48 hours
Secure, simple and easy for staff and volunteers
Supports finance team by integrating with accounting software

Raise Money From Donated Expenses

Gift Aid volunteer expenses

The new feature allows volunteers to automatically donate expenses payments back to the charity. By donating the money, the charity is able to claim Gift Aid, boosting the donation by a 25% for basic-rate taxpayers.

So for every £10 expense claim donated by the volunteer your organisation will receive £2.50 from Gift Aid.
vHelp will link directly to HMRC, automating the process and making it hassle-free for charities to claim Gift Aid.

Expense Calculator

Our research shows that most organisations don’t understand the true cost of processing expenses payments. So we’ve created this simple calculator to help.

Q&A

Is there a cost to using vHelp?

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

How can my organisation start using vHelp Expenses?

If you are managing a voluntary organisation or a volunteer group and would like your volunteers to claim expenses through vHelp, please Register here.
You will need to have access to your organisation’s bank card that will be used to deduct expenses from and reimburse the volunteers.
Registering to use vHelp will take you less than five minutes, then you can invite your volunteers to claim expenses through the app.

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.

Can volunteers sign up to vHelp themselves?

We don’t manage volunteers ourselves so your organisation or group has to be registered to use vHelp Expenses for you to be able to claim expenses through our app.
If you are part of a volunteer group or an organisation that manages volunteers, please ask the coordinators to contact us at hello@vhelp.co.uk or 020 7117 2097.

How do volunteers get reimbursed after completing an expense?

When the volunteer completes their first expense through the vHelp app they will be asked to enter their bank account details. Once the organisation’s volunteer manager approves the expenses, the volunteer will be reimbursed directly into their bank account.
Reimbursements can take up to two working days but it often happens in less than 24 hours.

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

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

My charity runs a variety of volunteer 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. Volunteers will then be able to select from a drop down menu the activity, project or cost code they want to book their expense against.

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

Yes indeed. 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 volunteers.

How do we claim Gift Aid on donated expenses?

If your organisation is set up to receive Gift Aid, then it is straightforward. Your volunteers will have the option to donate the expense when they submit it. Your vHelp Dashboard will show you all the donated expenses and the amount of Gift Aid you accumulated during a set period. vHelp also enables you to submit the Gift Aid claim directly to HMRC through our Dashboard and you get paid directly to your bank account by HMRC.

I’m a volunteer, my organisation advised us to use vHelp to get reimbursed for expenses, how do i get started?

Your organisation would have sent you a unique URL to click on and register to use the app. Once you’ve registered, download the app and you’re ready to go.
If you can’t find the URL your organisation sent you, please get in touch with us on hello@vhelp.co.uk and we will provide it for you.

Website registration is only for organisations so if you are a volunteer please do not register on the website.