10 Smart Mobile Expense Features To Help Grow Your Business

At Mobilexpense, we are continuously working and striving towards making our solution the most user-friendly and flexible in order to accommodate the individual needs of your company. The following are the 10 smartest features of Mobilexpense that can help you make your expense management process more efficient and time-saving.

1. Automated daily allowances

Daily allowances can be reported in the Mobilexpense app in a few simple steps: create a journey and select the days for which daily allowances (also known as per diems) apply.

Breakfast is included in your hotel stay? You are served lunch at your conference or have a separate dinner with a client? No problem! Once the daily allowances have been selected, they can easily be adapted.

2. Flexible workflows

In large organizations, processes often get stranded in the workflow due to hierarchy. We have focused on developing a built-in workflow that matches any requirements.

For example, let’s assume that your workflow specifies that expenses over €500 require approval from an additional manager: you can easily set this up in Mobilexpense.

There are also other functions, such as sending a report to a specific approver depending on the project that the employee is working on. With Mobilexpense, all policies and processes can be mimicked and implemented easily, no matter how complex.

3. Merge your booking confirmations

If an employee receives a booking confirmation, for example for a flight or hotel, they can forward the PDF booking confirmation to us (from the e-mail address registered in Mobilexpense) and the expense will automatically be added, with the booking confirmation in attachment.

The only thing left to do is to assign it to the correct report and you’re good to go.

4. Freelancer? Don’t you worry!

Employees working for multiple companies can easily switch between accounts within the app.

Furthermore, it is also possible for assistants or managers to access other employees' accounts based on user rights and submit expenses in their name. In order to ensure full transparency, all changes can be traced in the history, including for deputy actions.

5. Single Sign-On

Besides the conventional login option, Mobilexpense can be accessed from the existing corporate portal using their existing username and password. The process that enables this is Single Sign-On (SSO). It makes it easier for organizations to manage and reinforce security requirements on the one hand and for employees to remember their login information on the other.

Additionally, SSO provides improved transparency of which platforms are available to whom. It gives a simple, clear interface for identity management and permissions across all integrated systems.

6. A white label solution

Mobilexpense offers your company the option to tailor the mobile and web apps to your corporate image. This way, Mobilexpense becomes an integral part of the company as opposed to “just one more tool”.

7. Report history

Mobilexpense secures your data for at least 10 years. Not only bills and expenses, but a detailed history table shows all of the steps, approvals and changes made by each supervisor within the expense management system.

8. Export the data you need

Export formats can be individually specified and tailored to your accounting needs.

Our export generator tool lets you easily create your own custom reports. Simply name the column headers and select the data that should be pasted from Mobilexpense in each column of your export.

Drag and drop single columns to conveniently re-arrange the order if needed. Multiple file formats are supported.

9. Custom fields

Another feature which adapts to your organization are custom fields: you can easily define specific fields for your own administration. For example, if employees are working from multiple locations, an additional field can be customized to specify the office they report to when adding an expense.

10. Smart Reports

The Smart Reports feature allows you to automatically create and associate reports, depending on defined conditions (such as a specific period or a project). This saves the employee the work of creating the correct report and selecting it manually. The biggest advantage is that the all departments involved in the process (e.g. office management, accounting, sales) have a clearer overview.

Another feature of the Smart Reports is the automatic submission of reports according to pre-set specifications (e.g. at a specific date). This minimises the occurrence of errors and reduces overhead when submitting an expense report