Smart expense management software for full visibility and control
Automate up to 95% of your finance tasks and accelerate operations
Empower employees with a paperless process.
Snap receipts, log mileage, and submit expenses on the go.
Flag issues before they become problems.
Connect your favourite ERP and HR tools.
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Use a mobile app to scan a receipt or upload a photo of a receipt
We've developed an intuitive mobile and desktop expense app. You can either use your phone or laptop to upload and categorise expenses in a report. OCR automatically fills in the data. Once you are happy with your expense, add it to a report.
Approve expenses
Set custom workflows and specific approvers for expense reports. Once the expense report is complete and submitted, managers receive notifications that the report is ready to review. They can then approve or reject the expense claim.
Detect anomalies
Flag policy breaches before they happen. Expense reports containing claims that violate business rules will be flagged with a warning symbol. Approvers can clearly see when an expense is according to company policy.
Process reimbursements faster
When your ERP and payroll systems are seamlessly connected, you can synchronise data and workflows.
Employees are also immediately notified when their expense report has been rejected, so they don't waste time on the back-and-forth.
Easily claim VAT back
Mobilexpense provides all the necessary information in the accounting files to allow the customer to perform local and foreign VAT reclaim.
The VAT can be either selected by the employee or entered by the controller.
Mobilexpense offers a database with the different VAT rates per expense category, per country.
Enjoy easy (data-driven) decision making
Receive email alerts from detected excess spending.
Identify top spenders, spending trends and irregularities across regions with interactive maps and visual cues.
Improve forecasting and budgeting using seasonal data.
Expense management and approval workflows
Real-time visibility and configure custom approval workflows.
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Mileage tracking and travel allowances
Calculate distance and per diems accurately on the go.
Daily allowances (Per diems)
Built-in logic for European tax rules and per diem rates.
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CO₂ tracking and reporting
Track carbon impact of travel and support sustainability.
Policy enforcement and business rules
Catch out-of-policy expenses before they’re submitted.
Business credit cards
Bring your own or use our cards. You get granular control over employee spend.
Take control of company spend
Set spend limits per transaction or period
Issue vendor-specific cards for campaigns or events
Block or manage cards instantly
Compatible with Apple Pay and mobile wallets
Automatically enforce policy rules and link to Declaree
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Finance teams
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HR and travel managers
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Legal and IT managers
Paul Staal
Board Director at Conbit
''Mobilexpense makes your life much easier, and makes doing your administrative tasks a lot more fun than in the past where it was more like a headache.''
Marielle ten Rouwelaar
Secretary & Office Manager for Rugby Netherlands
"Mobilexpense had the most attractive offer for us. They provided the functionalities we were looking for and they were responsive to specific questions we had."
Gerald Evers
CFO at Lucien Bikes
"It's at least 90 to 95% less work for us now thanks to the card integration, compared to the previous paper and Excel process. I think I'm sending 95% less time on expenses. "
Expense management and employee reimbursement are crucial for financial control, affecting both cost efficiency and employee satisfaction. This guide aims to help you confidently manage these complexities.
5 Reasons Why Declaree Makes Expense Management a Breeze for HR Managers
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6 Ways to Transform Your Business Travel Programme
6 Ways HR and Travel Managers Improve Employee Satisfaction With AI
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Find out what’s possible when expenses just work
Discover how effortless expense reporting can be
Understand where your money really goes
Explore the impact of smart expense management
Discuss your business needs with one of our experts.