Digital expense management software for modern finance teams

1. Expense capture

Employees record expenses digitally using a mobile app or web platform.
They can upload receipts by taking a photo, forwarding an email invoice, or syncing their corporate card. Advanced tools use OCR (optical character recognition) to extract key information such as amount, date, and vendor details automatically.

2. Policy check and categorisation

The system compares the expense against company policies (e.g. spending limits, allowable categories) and flags any violations. It also categorises the expense and links it to relevant projects, cost centres, or departments.

3. Submission

Employees submit their expense reports through the platform. In some systems, the submission can be automated based on predefined rules or thresholds.

4. Approval workflow

Expenses are routed to the appropriate manager or finance team member for approval, based on the employee’s role, the amount, or the expense category. Any anomalies or out-of-policy items are flagged for review.

5. Reimbursement or reconciliation

Once approved, expenses are either reimbursed directly to the employee or matched with company card transactions. The platform often integrates with payroll or accounting systems to streamline this process.

6. Reporting and analytics

All expense data is automatically recorded, creating a real-time overview of company spending. Finance teams can generate reports for budgeting, compliance audits, and forecasting.

Automated expense management is a digital process that uses software or technology to record, track, submit, approve, and reimburse business expenses with minimal manual input.

It typically involves integrations with accounting systems, mobile apps for receipt capture, and automation rules to ensure compliance and speed up financial workflows.

For more terminology, check out our glossary. 

Mobilexpense integrates seamlessly with a wide range of accounting and ERP systems, including SAP, QuickBooks, and Xero. These integrations help automate expense data transfer, streamline reconciliation, and improve compliance by ensuring that expense records are accurately reflected in your financial system.

With customisable workflows and API or file-based integrations, Mobilexpense can adapt to your current setup—minimising manual work and reducing the risk of errors. Whether you're using a cloud-based solution like Xero or a more complex ERP system like SAP, Mobilexpense ensures your expense data flows smoothly into your accounting environment.

With over 20 years of experience, we understand that no two companies manage expenses the same way. That’s why our solution isn’t a rigid all-in-one tool. Instead, it’s a flexible, modular platform designed to fit your unique workflows, approval structures, and compliance requirements.

Unlike other providers, we don’t force you to use our corporate card. You can use our card, your own existing cards, or a mix, the choice is yours. 

Key benefits include:

• Automated expense reporting and approval flows
• Real-time visibility into employee spend and budgets
• Built-in compliance features to support tax and audit requirements
• Easy integrations with ERP, payroll, and HR systems
• Freedom to choose your preferred payment methods and cards. 

Yes. We are proud to be ISO 27001:2013, ISAE 3402 Type II and PCI DSS certified as well as TISAX and GDPR compliant - your data is safe with us.

Modern systems offer OCR (Optical Character Recognition) technology that extracts data from receipts instantly. Employees can take a photo using a mobile app, and the tool auto-fills expense fields, reducing manual entry.