1. Budget control before the purchase
A volunteer requests budget before any purchase commitment exists. The budget holder sees what is left, approves or rejects, and nothing is bought that was not agreed on.
Budget control & purchase handling for volunteer organisations
Approve the budget first. Then buy with confidence.
Declasys lets volunteers request budget before any purchase commitment is made, and turns the receipts and invoices that follow into a complete package the administration can process straight away.
Sits in front of your bookkeeping - no migration, no lock-in.
Before
spending, not after
1 tap
to approve or reject
1 email
complete and ready to book
Two things, done properly
Declasys covers the moment before the money is committed, and the moment the proof arrives.
2. Effortless receipts and invoices
Once approved, the volunteer buys and uploads the receipt or invoice to close the order. The administration receives everything at once - no chasing, no missing proof.
Everything the front of the process needs
Declasys sits in front of your bookkeeping. Whatever leaves Declasys approved can be booked without questions.
Budget requests in seconds
Amount, purpose and budget. Designed for people who use it twice a year, on their phone.
Approval before commitment
Budget holders decide before any purchase obligation exists, with the remaining budget in view.
Live budget overview
See per team, event or budget what has been committed, spent and is still available.
Receipt or invoice required
An approved order is only finished once the buyer uploads the receipt or invoice.
Automatic hand-over
The administration gets an email with the full order details and attached documents.
Clear responsibility
Requester, approver and buyer are recorded per order, so every purchase is traceable.
How it works
From budget request to bookkeeping, in four steps.
- 01
Volunteer requests budget
Before anything is bought, a volunteer submits a budget request with amount and purpose.
- 02
Budget holder decides
The budget holder approves or rejects the request, with the remaining budget in view.
- 03
Purchase and upload proof
After approval the requester may place the order, and is responsible for uploading the receipt or invoice to complete it.
- 04
Administration receives everything
The administration automatically gets an email with the complete order details, receipts and invoices, ready to process.
Built for organisations that run on volunteers
If dozens of people spend money on behalf of your organisation, budget control up front saves everyone time.
Sports clubs
Team budgets, tournament costs, canteen purchases and travel expenses in one place.
Churches & parishes
Working groups spend within clear budgets, the treasurer keeps oversight.
Event organisers
Hundreds of small purchases during a build-up week, still traceable afterwards.
Volunteer organisations
Foundations, community initiatives and associations with changing volunteers.
Declasys
Separate from your bookkeeping - on purpose
Declasys does not replace your accounting package. It makes the front of the process reliable, so the administration can assume that everything that came through Declasys and was approved is ready to be booked.
- Approval happens before a purchase obligation exists
- Every order arrives with its receipt or invoice attached
- A full audit trail per budget request and order
- Roles and rights per team or budget
Curious what this saves your organisation?
Tell us how many volunteers you work with and we'll show you Declasys with your own process in mind.
Request a demo