How Jollein Automated Expense Management with Declaree

Context

For Jollein, managing expenses used to be a manual, time-consuming process. Employees tracked their expenses in Excel, submitted receipts separately, and the finance team had to piece everything together: checking, validating, and entering data manually.

At the same time, company cards were already in use through a traditional bank setup. However, while payments were made digitally, the process behind them was not: requiring manual matching of transactions with receipts and additional follow-ups.

“We were doing everything manually, that was a lot of work for both employees and for us.”

Annika

Controller at Jollein

Every expense required multiple steps:

Employees had to submit receipts separately
Finance had to check completeness and accuracy
Credit card transactions had to be manually reconciled

The shift to smarter spend management

To address this, Jollein implemented Declaree together with Mobilexpense Cards, moving from a reactive expense process to a connected, real-time spend management approach.

From traditional cards to smart cards

Instead of using bank-issued cards in isolation, Jollein now manages spend directly within Declaree:

When an employee pays with a company card, the transaction is automatically captured
The employee receives a mobile notification to upload the receipt immediately
Expenses are linked in real time, removing the need for manual matching

“The fact that they can attach the invoice to the expense from the credit card is very easy for us and for the employees as well.”

Annika

Controller at Jollein

The Result

A connected workflow

With Declaree, Jollein has improved both efficiency and data quality. Expense accuracy increased from around 50% to 80%, as transactions and receipts are now linked at the moment of spend.

Employees now submit expenses instantly, while finance reviews structured, complete reports. This has reduced follow-ups and eliminated unnecessary back-and-forth. The result is a faster and smoother process for both the finance team and end users.

The new process brings everything into one place:

No more switching between systems
No more manual reconciliation

“We were working about 4 hours a week on expenses, and now it’s about 4 hours a month.”

Annika

Controller at Jollein

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