Travel management that automates and scales

Mobilexpense can automatically capture and import:

• Flight bookings
• Hotel reservations
• Car rental bookings
• Train tickets (in some setups)

How it works:

There are a few common ways this happens:

1. Travel management system integration: Mobilexpense can integrate with your company’s travel booking tool or TMC (Travel Management Company). When employees book travel through the approved channels, the data is automatically synced with their expense report.
2. Email parsing: Emails containing travel booking invoices (e.g., from Booking.com or airline carriers) sent to a designated email address (or the user’s inbox) can automatically be parsed to create draft expenses.
3. APIs and direct feeds: For enterprise customers, Mobilexpense can receive travel data through APIs from providers such as Amadeus, Cytric, Concur Travel, or Egencia.

Redirection to approved travel providers:

Employees are typically redirected to external, pre-approved travel booking platforms (such as Egencia, TravelPerk, or Cytric) via:

• An SSO (single sign-on) link or embedded booking button
• The company intranet or travel policy portal
• A connected integration through the Mobilexpense Marketplace

Once the travel is booked, the details are automatically imported into Mobilexpense for reimbursement, reporting, or CO₂ tracking.

Mobilexpense does not currently function as a travel booking tool itself. Instead, it integrates with approved travel providers or travel management companies (TMCs) to streamline the process.

When integrated with an expense solution like Mobilexpense, CTM creates a seamless experience from booking to reimbursement. Here’s how:

1. Automatic itinerary import

Once an employee books through an approved travel tool:

• Booking data flows into Mobilexpense via API or data feed
• Expenses are pre-populated with dates, amounts, and vendor info
• VAT, CO₂, and cost centres may also be added automatically

2. Expense report pre-filling

• Travel-related expenses appear as draft expense lines
• Employees can simply add receipts (if needed), make minor edits, and submit
• No need to retype trip details

3. Compliance and approval workflows

• Bookings are already policy-compliant from the start
• Exceptions are flagged during both travel booking and expense submission
• Managers and finance teams have visibility into the full lifecycle of spend

4. Cost control and sustainability

• Finance can monitor spend before it happens (pre-trip approval)
• Sustainability data (e.g. CO₂ emissions) is tracked for ESG reporting
• Unused bookings or cancellations are easier to reconcile
  

Mobilexpense allows automatic syncing of travel itineraries into users’ expense reports when integrated with supported travel platforms.

This means:

• Flights, hotels, car rentals, and other booked items can be automatically converted into draft expense entries
• Itinerary details such as dates, destinations, costs, and vendor names are pre-filled
• Expense lines are tagged with cost centres, project codes, or policy info if configured
  
  Note: This depends on the travel booking provider you're integrated with.

Corporate travel management (CTM) refers to the planning, booking, and oversight of business travel for employees, using specific policies, tools, and service providers to ensure efficiency, cost control, and compliance.

When integrated with an expense management solution like Mobilexpense, CTM becomes a powerful system that streamlines the entire travel-and-expense (T&E) process from start to finish.

The Travel Request is the central record in MXP that connects travel approval, booking information and the associated expense report. Whether approval takes place in MXP or within your travel booking platform, the Travel Request provides a single source of truth throughout the travel lifecycle.

There are two ways a Travel Request can be created:

Approval in MXP

The traveller creates a Travel Request in MXP, which is routed through the customer's configured approval workflow. Approval workflows can be tailored to your organisational structure, entities and travel policies. Once approved, the request is sent to the connected Travel Management Company (TMC) or online booking tool. After the booking is confirmed, the booking details are synchronised back to MXP, updating the Travel Request and enabling the associated expense report to be created automatically.

Approval in your TMC or booking tool

If pre-trip approval takes place in your connected TMC or online booking tool, the request, approval and booking are managed there. Once the booking is approved or confirmed, the travel platform sends the booking information to MXP through a native integration or API. MXP automatically creates the Travel Request and, where configured, generates the related expense report for the traveller.

During and after the trip

Regardless of where the approval takes place, travellers can capture receipts and expenses throughout their trip using the MXP mobile app. Once complete, the expense report can be submitted for approval through either the MXP web application or mobile app.