VdR - Der Tabakmittelstand saves 80% time per month on expense matching with Declaree.
case study

VdR - Der Tabakmittelstand saves 80% time per month on expense matching with Declaree

Der Tabakmittelstand
“We probably saved 80% of our time just around matching credit card statements.”
VdR - Der Tabakmittelstand (100x100)
Maximilian van Ackeren

Head of SME and Technical Regulation

For small teams with big operational demands, Declaree delivers outsized impact through simplicity, automation and ease of use.

For VdR - Der Tabakmittelstand, it delivered measurable time savings, reduced admin workload, and a smooth user experience, all without unnecessary complexity.

Context

VdR - Der Tabakmittelstand is a German association with a compact, efficient team. While the organisation is small in size, its operations still demand structure and timely financial reporting.

The team had previously relied on manual processes to match credit card transactions, prepare exports to DATEV, and chase down missing information. This routine took days each month, diverting precious time from core work.

The challenge

Maximilian van Ackeren, Head of SME and Technical Regulation at the organisation saw the need to improve the existing workflow:

  • Manual reconciliation: Credit card statements had to be downloaded and manually matched against receipts. This task could take multiple working days each month.
  • Repetitive export process: Financial data had to be exported and uploaded into DATEV, with steps that could have been streamlined with the right integrations.
  • Volume of transactions: Even with a small team, the organisation processes hundreds of transactions per month, which made the lack of automation a bottleneck.

These challenges underscored a key need: a user-friendly, automated solution that could reduce administrative burden and support the team’s agility without requiring a full finance team to manage it.

Case studies previews & headers images (2) (1) 3_11zon
Previously, to create an expense was manual tracking, excel and all that. Now, it’s just a few clicks.
VdR - Der Tabakmittelstand (100x100)
Maximilian van Ackeren

Head of SME and Technical Regulation


The solution

Declaree offered a flexible, lightweight solution that fit their needs:

  • The user interface was self-explanatory enough for them to start using Mobilexpense right away.
  • DATEV export capability allowed for quick connection to their existing accounting tool, meaning time saved for their accountant.
  • Streamlined credit card matching reduced an entire workweek’s worth of admin to just a few clicks.
  • User autonomy: Every employee now submits their own expenses, removing bottlenecks.

Explore Declaree’s top features: from receipt capture to automation, all in one page.

Let’s say it was around 36 working days a year, reconciling credit card statements to just 5 days. That’s an 86% reduction in time, all thanks to a few clicks in Declaree.
VdR - Der Tabakmittelstand (100x100)
Maximilian van Ackeren

Head of SME and Technical Regulation

Why it works 

Declaree proves that effective automation isn’t exclusive to large enterprises. A few well-placed efficiencies like credit card automation and easy exports to accounting software, can make the difference between busywork and business value.

Declaree’s clean interface, minimal setup, and measurable ROI make it an ideal solution for lean teams that want to spend less time on admin and more time on what matters.

VdR - Der Tabakmittelstand (100x100)
VdR - Der Tabakmittelstand

Visit their website

VdR - Der Tabakmittelstand
About VdR – Der Tabakmittelstand 

VdR – Der Tabakmittelstand is a German trade association representing medium-sized companies in the tobacco and related retail sector. It advocates for the economic, legal, and regulatory interests of its members, providing guidance, industry insights, and a unified voice in discussions with policymakers and stakeholders.

Title to introduce a program day, benefit, challenge etc.

More in-depth information about this, but keep it simple. What to expect, why should they follow the link? Commodo iaculis rutrum felis at. Cras sed fermentum morbi a pulvinar eget tristique. Quis mauris nunc egestas suspendisse felis. Pellentesque blandit laoreet.

Link to in-depth content
company-cards

Title to introduce a program day, benefit, challenge etc.

More in-depth information about this, but keep it simple. What to expect, why should they follow the link? Commodo iaculis rutrum felis at. Cras sed fermentum morbi a pulvinar eget tristique. Quis mauris nunc egestas suspendisse felis. Pellentesque blandit laoreet.

Link to in-depth content
company-cards-3

Meet some of our experts / speakers

We’ve got over 100+ experts / speakers

Portraits

Action to convert for [type of content]

Lorem ipsum dolor sit amet, consectetur adipiscing elit.

Demo

Get a tailored product walkthrough 

  • A tailored walkthrough built around your company’s workflows and approval setup.

  • Get expert guidance on integrating your ERP, HR, and card systems for a seamless flow.

  • Deliver impact from day one - save time, enforce policies automatically, and scale seamlessly.


Mobilexpense receives a 4.5 star review on G2, Gartner, Capterra and OMR