Choosing the right expense management solution helps businesses work more efficiently, stay compliant and meet local and international requirements.
Regulations are a key reason many companies now use cloud-based, AI-powered tools. While local businesses need to follow national tax rules, global companies also face cross-border challenges like EU e-invoicing laws.
The Dutch tax authority, Belastingdienst, mandates that companies retain digital receipts for a statutory period of seven years. Compliance with Dutch VAT regulations is vital, necessitating accurate VAT reclaim processes and adherence to fiscal reporting requirements.
TL;DR
Choosing the right expense management solution is essential for Dutch businesses that need efficiency, control and full compliance with Belastingdienst rules. Look for tools that automate Dutch VAT, store receipts for seven years, integrate with AFAS, Exact Online or Twinfield, and support mobile submissions and corporate cards.
Declaree by Mobilexpense stands out by offering all of this: plus automation, strong policy control, Dutch-language support and a user-friendly app employees actually use. It is built in Rotterdam, designed for local tax rules, and scalable for international growth.
A checklist: Key questions for selecting an expense management solution in the Netherlands
Your results:
- Mostly Yes: The solution is a strong match for the Dutch market. It supports VAT automation, digital receipt storage for 7 years, Dutch-language interfaces and integrates with AFAS, Exact Online or Twinfield.
- Mixed Yes/No: The solution covers some Dutch requirements but may lack deep local integration or long-term archiving features. It may need added configuration to ensure full compliance.
- Mostly No: The solution is not well suited for the Dutch environment. It may lack key features like VAT logic, Dutch accounting integrations or digital audit trails. Consider a more locally aligned option.
The perfect Dutch expense solution
The Netherlands has a modern and highly digital approach to expense management. Companies here focus on automation, ease of use and paperless processes. Dutch tax laws require businesses to store digital receipts for at least seven years. Real-time tracking and VAT compliance are essential for meeting these rules.
- Travel and expense management platforms: These tools help streamline policy enforcement, automate approvals, and simplify Dutch VAT claims.
- Corporate card solutions: Common in tech-forward and high-spending companies. These tools offer real-time spend tracking and automated controls for per-category card usage.
- Reimbursement tools: SMEs favour mobile-friendly tools that simplify out-of-pocket reimbursements.
- AP automation platforms: Less common but growing in adoption. These tools complement T&E workflows with invoice scanning, budget enforcement, and dual approval routes.
- Mileage and per diem tracking: Must support local rules for mileage and travel allowances. Tools in this space often include per diem rates linked to national tax policies.
- Receipt/OCR tools: Strong demand exists for OCR tools that automate scanning, categorisation, and long-term storage. Declaree excels here with accurate Dutch tax tagging and receipt archiving.
- Integration-first tools: Dutch firms require seamless integration with AFAS, Exact Online, and Twinfield. Declaree is a key provider in this space, offering instant sync and compliance alignment.
Summary of key solution categories from the Dutch expense management checklist
Want to see how this looks in practice? Read how Conbit decreased the time spent on expense management by 80%.
A Rotterdam-built solution for modern finance teams
Declaree by Mobilexpense was founded in 2012 in Rotterdam by Jasper Spoor, Bart Jochems and Bas Janssen. What started as a smart idea to remove paper from the expense process has grown into one of the most trusted expense management solutions in the Dutch market.
Today, Declaree is a funded company with a strong product and a strong track record. It operates in a space with more than 300 competitors — including global players such as Navan, Ramp and Brex — yet continues to stand out for one simple reason: it puts usability and clarity first.
What sets Declaree apart?
Declaree is an online expense management system designed to make finance workflows effortless. Employees use the mobile app to capture receipts, report mileages, and submit reimbursable costs in seconds. Everything is stored digitally, so finance never has to chase missing paperwork again.
But the real advantage for Dutch businesses goes beyond digitisation. Declaree helps teams stay compliant, in control, and ahead of their budgets — without adding complexity.
Here is what you unlock:
- Exceptional user experience. A clean, intuitive interface that your employees will actually enjoy using. Fewer questions, fewer mistakes, fewer delays.
- Budget and policy control. Clear rules, automatic checks, and instant alerts keep spending aligned with company policy.
- Multi-currency and multi-language support. Ideal for Dutch companies with European teams or international operations.
- Automated VAT calculation and audit-ready documentation. Purpose-built for accuracy, efficiency, and compliance.
- Integrated credit card matching. Automated reconciliation that saves hours every month.
- Built-in fraud detection. Stay protected with smart checks that identify unusual or non-compliant behaviour early.
A better way for Dutch companies to manage spend
Declaree by Mobilexpense makes expense management simple for your employees and powerful for your finance team. By combining automation, visibility, and compliance in one easy-to-use platform, it gives Dutch businesses the confidence to scale without the admin burden.
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