Every invoice reconciled.
Every price corrected. Every bill paid.
Volca reads every vendor invoice line by line, puts materials and equipment on the right job, catches vendor price changes before your price book falls behind, and pays every bill on its due date.
Shared inbox
Suppliers send invoices to one address you set up.
INV-88314.pdf9:42a
J-20417.pdf9:18a
INV-4830.pdf8:55a
Read and matched
AI reads every line and matches it to your CRM and GL.
ReadingMatchedCRM
Job #4821
AC install
GL
Materials
Cost of goods sold
Price book updated
Price changes reach every task using the item.
Was
$162
Now
$162
Now
$186 +15%
- AC install, 3 tonNew cost
- Line set replacementNew cost
Bills paid on time
Approve once and each bill pays on its due date.
- Job #4821 · $2,732Due FriPays Fri
- Job #4796 · $1,184Due MonPays Mon
- Job #4811 · $412Due WedPays Wed
Example data
Home services shops trust Volca with their numbers.
- Authority Brands
- Redwood Services
- Flint Group
- Fix-It Group
- South West Plumbing, Heating, Air and Electric
- Premier Heating and Air
- CopperPoint
- Preferred Home Services
- Monkey Wrench
- Hope Plumbing, Heating and Cooling
- Cornerstone Pros
- Wilson Plumbing, Heating and Cooling
- Precision Garage Door Service
- Rite Way Heating, Cooling and Plumbing
- Choate's Air Conditioning, Heating, Plumbing and Electrical
- TE Certified
- Dean's Home Services
- Jerry Kelly Heating, Cooling, Plumbing and Electrical
- Cardinal
- Environment Masters
- Mister Sparky
- One Hour Heating and Air Conditioning
- Benjamin Franklin Plumbing
How it works.
Invoice matching puts every invoice on the right job.
Forward your AP inbox and Volca reads every vendor invoice line by line. Materials and equipment land on the right job, a missing PO gets filled in or created, and a job number that doesn't exist is held for review instead of posted. Matched bills sync to your accounting system with the coding attached.
INV-88314 · PO 4821Reading linesMatched- Condenser, 3 ton$2,140MatchingJob #4821
- Line set, 3/8 x 3/4$186MatchingJob #4821
- R-410A refrigerant$312MatchingJob #4821
- Pad and disconnect$94MatchingJob #4821
Job #4821
AC install · PO 4821
Materials
Cost of goods sold
Ferguson invoice #88402 points to job #4870, which isn't in your CRM. Held for your team to review.
Bill synced to your accounting system, coded to the jobExample data
Stop selling work at yesterday's costs.
Pricing analyst tracks what you pay for every item, invoice after invoice. When a vendor raises a cost, it finds the price book items that use it, shows how much margin you're losing, and puts the fix in one queue sorted by impact. Your team approves each change by email, Slack, or Teams.
Condensing unit, 3 tonPrice
Equipment cost
Gross margin
- Condensing unit · Ferguson+$238HighRaise priceApproved
- Tankless water heater · Winsupply+$186HighUpdate costApproved
- Electrical panel · Johnstone+5.7%MediumReviewApproved
Pay every vendor on time, from the same place.
Bills arrive in Volca already coded to the job. Your team sees what's due this week, approves the batch, and each payment goes out on its due date. Paid bills sync to your accounting system with the job coding attached, so there's nothing to re-enter.
- Job #4821 · AC install$2,732.00Due FriPays Fri
Job #4830 · Heat pump$3,960.00Due ThuPays Thu- Job #4796 · Furnace$1,184.00Due MonPays Mon
- Job #4811 · Service$412.00Due WedPays Wed
4 bills, coded to 4 jobs
$8,288.00
Pay fromOperating ••4410
Pay onEach due date
Paid bills sync to your accounting system, coded to the job
Nothing to install
Vendors keep sending invoices the way they do today. You forward them to Volca.
Exceptions, not data entry
Your team reviews what's held instead of keying every invoice, so AP grows without adding headcount.
You approve every change
Approve price changes by email, Slack, or Teams, or have approved changes pushed to the price book with Pricing Analyst+.
Use one or both
Pricing analyst is part of Volca AP, and it can also run on its own.
“With Volca, much of what used to take hours has been reduced to the click of a button.”
80 hrs
Back-office time saved every month
2 people
Run payroll now, down from 6
“We have close to 8,000 invoices and receipts a week that have to be processed and entered. Volca's given our team that time back.”
Melissa Benoit
Controller, TE Certified
3.5 days
Saved every week for the payroll team
3 days
Saved every week for the accounting team
Every part, priced right.
Walk us through how invoices reach your jobs and how you update prices today. We'll show you what Volca would post and which costs have moved.
FAQs
Don't see your question? Talk to us and we'll walk through anything specific to your shops.
What's the difference between Invoice matching and Pricing analyst?
Invoice matching reads your vendor invoices line by line, puts materials and equipment on the right job, and syncs the bills to your accounting system. Pricing analyst watches those same invoice lines for vendor price changes and keeps your price book current.
How do vendor invoices get into Volca?
Vendors send invoices to a forwarding inbox, or you forward your existing AP inbox to it. Volca reads every invoice as it arrives, line by line. There is nothing to install and nothing new for your vendors to learn.
Do matched bills sync to my accounting system?
Yes. Matched bills sync to your accounting system with the job and cost coding attached, so nobody keys the same invoice twice.
Will Volca change my price book without approval?
You decide. Volca can send each price change to your team for approval by email, Slack, or Teams. With Pricing Analyst+, approved changes are pushed to your price book automatically. Either way, items that are missing from the price book can be created as invoices arrive.
Do I need AP to use Volca job costing?
No. Job costing works on its own with the systems you already run. Invoice matching and Pricing analyst are separate products you can add if you want them.