Kaaiman Reizen transforms with Declaree. 100% happier travel leaders.

Context

Kaaiman Reizen is a travel agency that specialises in adventurous group travel. With a lean but dynamic team, a small number of employees frequently travel for work, creating operational complexity on internal finance processes as the company grows.

Anna, Travel Consultant and Office Manager, is responsible for managing both finance and administration. She shared how having a system like Declaree by Mobilexpense that enables clear delegation and streamlined financial oversight has become essential.

“It takes half the time to have immediate insights of the expenses related to a trip (country) compared to before.”

Anna

Travel consultant and office manager at Kaaiman Reizen

The challenge

Kaaiman Reizen’s previous process for managing business expenses was manual, fragmented, and time-consuming. Employees did the tedious work of capturing and justifying every receipt, and there was no structured visibility into the overall spend:

Tour leaders manually photographed receipts, numbered them, and uploaded them to Google Drive.
Categorising expenses (e.g. transport, activities) was inconsistent and often confusing.
As operations scaled, it became increasingly difficult to manually track costs per trip or predict future budgets with any accuracy.
Tour leaders struggled with inconsistent reporting, including double entries, forgotten receipts, and confusion between cash vs. card payments.

The solution

With a desire to improve efficiency while remaining cost-conscious, Kaaiman Reizen adopted Declaree to digitise and streamline their expense process. The Declaree team worked closely with Anna, to explore both current needs and future scalability.

Key solution elements included:

A simple and intuitive user interface: Tour leaders found Declaree intuitive to use with minimal questions or training required.
AI-powered receipt scanning: Extracts information like VAT and amounts automatically, saving time for both tour leaders and approvers.
Central overview: Anna can now view and approve expenses in a centralised, structured list.
Custom configurations: The Declaree team collaborated with Anna to discuss configurations around payment methods (e.g. distinguishing cash vs. card).
Support and onboarding: Fast and responsive customer support ensured a smooth transition.

The results

Even with minimal configuration, Declaree is already providing clear value to Kaaiman Reizen’s small team. Expense submission is faster, more structured, and better aligned with how the company operates. Importantly, the solution is lightweight enough for a small business but robust enough to grow with them.

Early wins:

Positive employee experience: Easy submission, no learning curve, minimal user complaints.
Centralised overview: Anna now has a single, organised view of all submitted expenses, making tracking and follow-up much easier.
Operational headroom: Declaree fits the company’s current size while offering features that can be unlocked as needed.
Foundation for growth: With scalable systems in place, Kaaiman Reizen is better prepared to grow while maintaining operational clarity and customer satisfaction.

“We got many messages from the tour leaders, telling us they’re really happy with the new system because it’s so much easier to use.”

Anna

Travel consultant and office manager at Kaaiman Reizen

About Kaaiman Reizen

Kaaiman Reizen is proudly unlike any other travel company in the industry. Their approach stands out and they embrace that difference.

A Kaaiman journey is more than a memorable group trip; it is a philosophy shaped by adventure, authenticity, and human connection. This spirit is reflected not only in their trips but also in the way they communicate and work.

Kaaiman Reizen is created by and for true adventurers; people who seek originality and challenge rather than predictability. For those who recognise that spirit, the Kaaiman DNA is already part of who they are.

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