Mileage Tracking Software App for Businesses | Mobilexpense

Automated mileage tracking for European teams

Log trips in seconds, with Google Maps calculated distance. Local reimbursement rates applied automatically. 

Book a demo
<p>See how it works</p>
Co2_Image 1

Trusted by 3,000+ European companies to manage spend

Three steps from trip to reimbursement 

Log the trip

Thomas visits a customer in Antwerp from Amsterdam and logs the route in seconds.

Submit in seconds

He opens the app to add the trip. Distance and rates are calculated automatically.

Get reimbursed

His manager and finance are notified and can approve quickly for fast reimbursement.

Declaree - AI receipt scanner

User-friendly app for employees on the go

1-2

Capture receipts without manual entry

Our Declaree by Mobilexpense AI receipt scanner reads, matches, and files every expense automatically.
Capture receipts without manual entry
2-2

Approvers get instant notifications

Automate approvals your way. Assign approvers, set workflows, and notify managers instantly.
Approvers get instant notifications
3-2

Stay compliant, automatically

One system to stay compliant with internal policies and legal regulations alike.
Stay compliant, automatically

Every trip, accurately logged

Mobilexpense empowers
employees to:

  • Select start and end locations using Google Maps.
  • Automatically calculate the exact distance.
  • Log trips with purpose and project detail.
  • Submit mileage claims from any mobile or desktop device.
<p>See how it works</p>
tracking mileage with google maps integration

Automate what slows your team down

Manual process
Mobilexpense mileage tracking
Distance calculation
User estimates
Location-based automation
Rate application
Manually input
Automatically applied per vehicle and region
Policy enforcement
Paper-based / unclear
Rules-based with instant flags
Submission and approval
Delayed, inconsistent
Real-time from any device
Audit history
Missing or incomplete
Full digital audit trail per trip

Discover real business benefits. What's in it for you?

Real route mileage calculations

Automated GPS or address-based tracking eliminates estimation and inflated claims.

Real route mileage calculations

Finance efficiency

Unburden finance teams by freeing up time used on verifying mileage data manually.
Finance efficiency

Policies enforced automatically

Travel policies and tax-free reimbursement rates are enforced automatically.
Policies enforced automatically

Claims instantly available

Employees submit on-the-go, claims are instantly available for review, approval, and payment
Claims instantly available

Compliant with local laws

Declaree ensures compliance with local reimbursement laws (like €0.23/km in the Netherlands).
Compliant with local laws

Secure, compliant processing

Each trip is logged with route data, timestamps, and user details - ready for audit anytime.
Secure, compliant processing
Demo

Get a tailored product walkthrough 

  • A tailored walkthrough built around your company’s workflows and approval setup.

  • Get expert guidance on integrating your ERP, HR, and card systems for a seamless flow.

  • Deliver impact from day one - save time, enforce policies automatically, and scale seamlessly.

Frequently asked questions

Can Mobilexpense calculate distances automatically?

Yes. Mobilexpense integrates with Google Maps, allowing employees to enter start and end points. The distance is calculated automatically, with routes and mileage logged for each trip.

What happens if an employee works from home and travels on the same day?

Mobilexpense helps companies enforce policies by ensuring that only one allowance—either a home working allowance or a mileage/travel allowance—is claimed per day, as required by Dutch regulations.

Is it possible to set different reimbursement rates for different employees or vehicle types?

Yes. Mobilexpense allows you to configure custom mileage rates based on roles, departments, transport modes (e.g., car, bike), or other criteria, supporting both tax-free and taxable setups.

Does Mobilexpense provide the documentation required for tax audits?
Yes. Each mileage entry in Mobilexpense includes:
  • The date and purpose of the trip
  • The route taken
  • Kilometres travelled
  • Google Maps screenshots (if enabled)
  • Timestamps and approval trails
This ensures your company is audit-ready at any time.
Is Mobilexpense CO₂ Tracking suitable for compliance reporting?

Yes. The feature is designed to help companies prepare for evolving environmental and mobility reporting requirements by centralising travel emissions data. See more here

Does Mobilexpense support digital workflows for remote or hybrid teams?

Yes. Mobilexpense supports mobile-first use and can connect to HR systems to align expense claims with employee schedules—making it ideal for remote or hybrid workforces.

Is Mobilexpense suitable for businesses of all sizes?

Absolutely. Mobilexpense scales to suit SMEs and large enterprises, providing flexible policies, automation, and full visibility for finance teams handling local and cross-border expenses.

What kind of expenses can be combined in Mobilexpense reports?

Employees can combine mileage with other travel expenses like public transport tickets, parking, or meals in a single expense report, simplifying approvals and reimbursements.

How does Mobilexpense handle VAT on travel expenses?

While mileage reimbursements themselves are not VAT-deductible, Mobilexpense lets users attach receipts for fuel, tolls, or maintenance—enabling VAT reclaim where applicable.