Comply globally with granular, advanced expense reporting

Expense report compliance refers to ensuring that all employee-submitted expense reports align with a company’s internal policies, legal and tax regulations, and external financial standards. It’s a critical part of financial operations because it helps prevent fraud, ensures accurate bookkeeping, supports audit readiness, and avoids penalties from regulatory bodies.

Mobilexpense keeps your expenses compliant by design. From day one, your company’s policies and local tax rules are built into the tool. Employees can only submit what’s allowed, and finance teams don’t have to chase errors.

You get:

• Auto-flagged out-of-policy spend
• Real-time VAT and regulatory compliance
• Digital receipts and full audit trails
• Integrated approvals and accounting sync
• CO₂ tracking for ESG reporting

1. Built-in policy enforcement
Mobilexpense applies your company’s rules directly in the tool, things like allowed expense categories, spending limits, per diem rates, and pre-approval requirements. That means employees are guided as they go, and can’t submit out-of-policy claims without getting flagged.

2. Digital receipt capture and documentation
Employees can upload photos or scanned receipts straight into the app. The system can read and extract key data (thanks to OCR), match it to transactions, and ensure that required fields (like date, amount, and business purpose) are properly filled out.

3. Compliance with local and international regulations
Whether you need to comply with GoBD (Germany), VAT reclaim rules (EU), or IRS guidelines (US), Mobilexpense supports country-specific formats, digital archiving standards, and legally required retention periods. It’s also designed to be audit-ready at all times.

4. Automated fraud detection
The platform uses smart rules to automatically detect potential compliance issues like duplicate receipts, altered documents, out-of-policy purchases (e.g. alcohol), or unrealistic mileage claims. This reduces the risk of error or intentional misuse.

5. Clear audit trails
Every expense is logged with timestamps, approvals, and edits. You get a full audit trail without needing to dig through emails or spreadsheets.

6. Flexible approval workflows
Mobilexpense lets you set up multi-step approvals tailored to your organisation. Suspicious or high-risk claims can be routed to the right people, without delay.

7. Real-time compliance insights
Dashboards and reports show you where policy breaches are happening, how compliant different departments or individuals are, and where you may need more guidance or tighter controls.

8. System integrations
Mobilexpense integrates with your HR, payroll, accounting, and ERP systems. That means employee data, cost centres, and project codes stay aligned, reducing manual mistakes and ensuring compliant reporting downstream.

9. Policy transparency for employees
Instead of long policy PDFs, Mobilexpense builds rules into the workflow. Employees get reminders and warnings when something’s not right.

10. Sustainability and CO₂ tracking
Mobilexpense helps you track carbon emissions from business travel, flag high-emission routes, and report on environmental impact, a growing part of ESG and compliance strategies across Europe and beyond.

Mobilexpense automates tax compliance by applying country-specific VAT rules. It extracts tax data from receipts, and ensuring every claim meets local regulations (like GoBD or IRS standards).

You get:

• Accurate VAT capture for reclaim
• Real-time checks on tax data
• Audit-ready records
• Seamless exports to ERP and accounting systems

Every expense submitted through Mobilexpense is automatically tracked with:

• Timestamps for submission, approval, and edits
• User details showing who did what, when
• Receipts and attachments are stored digitally with the report
• Version history of any changes made

This ensures complete transparency and traceability, which is essential for:

• Internal control
• Audit readiness
• Compliance with regulations like GoBD, IRS, or SOX

With Mobilexpense, you can:

• Create custom reports based on your preferred fields (e.g. by cost centre, project, department, employee, vendor, or date range)
• Apply filters and tags to highlight specific data (like out-of-policy expenses or non-reclaimable VAT)
• Export reports to Excel, PDF, or your ERP/accounting system
• Schedule automated reports for regular compliance checks, budget monitoring, or internal audits