Frequently Asked Questions
If you have synchronised your master data with MobileXpense, you do not need to do anything specific - all your employees should be able to access the system as users. If you do not have a master data synchronisation active, your Company Administrator can manually add users as they normally do.
Your Company Administrator can retrieve users’ login details and reset their password from the Administrator console.
To ensure that new spend categories are properly created and linked to the correct GL account, please contact our Service Desk and we will be happy to add them for you.
Some countries such as Belgium and France apply a “benefit in kind” (i.e. a tax) to items which are considered as being a part of an employee’s base salary. The items in this list can vary greatly from food, to an internet subscription or even an employer’s contribution to their employee’s electricity bill. Therefore, we recommend that you check with your accounting department whether the specific purchases you are considering allowing would be considered taxable income.
Firstly, we suggest that you check whether your expense policy allows these types of purchases. You should also check whether the appropriate spend categories exist in your application and ensure that they are mapped to the correct GL account. Once you have made the necessary changes to your policy and categories, clearly communicate the change to your employees. Explain what purchases will be allowed, for who and until when to ensure that your policies will be respected and that the purchases made by your employees can and will be reimbursed.
The MobileXpense SFTP server can only be accessed via authorised IP addresses. When working from home, you may find yourself connected via an unauthorised IP address. These unauthorised home office IP addresses must be whitelisted for users to be able to access the SFTP.
To prevent this from being an issue, we are waiving the fee associated with temporarily whitelisting home office IP addresses for the duration of the COVID-19 pandemic.
Whitelist requests can only be made by Company Administrators.
For security reasons, temporarily whitelisted IP addresses will be removed from the whitelist once the situation has cleared. Don't worry, we will contact you beforehand.
If you want IP addresses to be permanently whitelisted, please mention it in your request. Note that only the cost of temporarily whitelisted IPs will be waived.
If you have any questions, please contact your Account Manager directly or by using our contact form.
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