What is a mobile expense app and how does it work?

A mobile expense app lets employees record and submit expenses quickly. You scan a receipt with your phone and an AI receipt scanner reads the data, categorises it and applies company policy rules. The expense then moves into the approval flow and synchronises with finance systems. This streamlines submission, saves hours of administration and keeps expense reports accurate from capture through to approval.

How does a mobile expense app help finance teams?

Finance teams gain real-time visibility of spending and replace manual spreadsheets with automated reports that reduce errors. Policy breaches are flagged before approval, budgets are easier to track and reimbursements are processed faster. The result is transparent, controlled company spend and more efficient financial operations.

What features should I look for in a mobile expense app?

Prioritise AI receipt scanning, automatic categorisation and robust approval workflows. Look for mileage and daily allowance tracking, CO₂ tracking and ERP integrations to support compliance and ESG goals. Offline access and mobile notifications improve the user experience. The right app makes expense management quick, accurate and stress-free for employees and finance alike.

Is a mobile expense app secure for company data?

Yes. Leading apps use encryption and secure login methods to protect data, comply with GDPR and local regulations and support single sign-on or multi-factor authentication. Every action is recorded for traceability, helping finance verify each claim while keeping company data safe at every stage.

How can a mobile expense app support sustainability goals?

Modern apps include CO₂ tracking for ESG and CSRD reporting. They estimate the footprint of trips and purchases automatically, giving finance a view of total emissions and ways to reduce them. These insights help cut travel impact, meet green targets and align spending with sustainability objectives.

What’s the difference between a mobile expense app and full software?

A mobile expense app focuses on on-the-go capture and submission, while full expense management software adds budgets, analytics and controls. Used together, they automate the process from receipt to reimbursement. Employees gain convenience and speed, and finance benefits from complete visibility and tighter control.

An expense management app to scan your receipts anywhere

Our cutting-edge receipt scanning applications transform physical receipts into digital format and streamline the process of submitting claims, empowering your Finance team to maximise savings and efficiency.

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Recording business costs in automated expense solutions

Raiffeisen IMPULS Leasing - Mobilexpense customer

As simple as taking a picture

Our mobile expense apps are built for ease of use. Just take a picture of your receipt, and you're done!

Automated to save you time

No need to manually enter anything. OCR and AI read your receipt to populate the required fields.

Say goodbye to lost receipts

Going digital means you can say goodbye to paper trails and lost receipts - forever!

Step 1 - Scan your receipt

Our optical character recognition (OCR) extracts the data from your receipts, and you can supplement it if necessary.
The correct distance for mileage reimbursements is calculated in the expense app through our Google Maps integration.
Add daily and other allowances in a few clicks - the calculation is done correctly straight from the app.
Receive all your credit card transactions directly in your mobile app, thanks to the link with credit card providers.

employee scanning a receipt with the mobile phone app declaree

Step 2 - Approve on mobile

Complete controls. Instant approvals.

Orchestrate approvals and make the most of our expense automation and sampling solutions to optimise both effort and cost.

Check and approve your teams’ expenses on the go from the app wherever you are.
Never miss an expense report again. Never leave someone waiting for approval.

Digital view of business expenses dashboard

Step 3 - Control expenses

Reconcile data and expenses.

Manually control exceptions, while letting our system automatically process compliant items.

Save up to 90% on expense controlling time.
Verify the status of submitted expenses with all their data.
Automate the tracking of company cash.

Team reviews corporate expense management solution

Step 4 - Reimburse your employees

Speed up pay outs.

Quickly and accurately reimburse employees' expenses, making them more effective and engaged without wasting time on unresolved expenses.

Master data is automatically fed into Mobilexpense for accurate reimbursements.
Employees can check the status of their reimbursements on the app and receive their money back in no time.
Less time spent on expense admin leaves you more time for productive work.

Meeting with expense compliance dashboard

Step 5 - Reporting on spend

A valuable overview.

Benefit from seamless reporting on expenses that helps you enforce cost control, implement process optimisations and increase your visibility.

All your spend data in one visual tool.
Deep-dive into your data to get expense insights and identify spending trends.

less time on expenses

Lucien Bike case study

improved efficiency with Mobilexpense cards

Conbit case study

visibility into spend

Internal Mobilexpense data

Capture receipts without manual entry

Our Declaree by Mobilexpense AI receipt scanner reads, matches, and files every expense automatically.

Approvers get instant notifications

Automate approvals your way. Assign approvers, set workflows, and notify managers instantly.

Stay compliant, automatically

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

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Yes, give me those insights

OCR meets AI

Together, OCR (Optical Character Recognition) and AI (Artificial Intelligence) extract the data from your receipts. Snap a picture of your receipt with our mobile expense scanner apps and the solutions will instantly extract the data to create an expense.

Our smart engine and process automation check all expenses against your company policies, flagging discrepancies automatically. It's easy to be in control; both for your employees and for organisations as a whole.

Our expense scanner apps increase both productivity and employee satisfaction while strengthening expense compliance.

"It's at least 90% to 95% less work for us thanks to the card integration"

Gerald Evers, CFO

"I can import expense reports in just a few minutes. It used to take hours"

Betty Bajec, HR and Payroll Administrator

"The app is very easy to understand. It’s really good."

Benjamin Zajonskowski, Project manager at RIL

A mobile expense app helps employees record and submit expenses quickly. You simply scan a receipt with your phone using an AI receipt scanner. The app reads the data, categorises it, and applies company policy rules. Expenses are sent straight to the approval flow and synced with finance. It saves hours of admin and keeps expense reports accurate.

Finance teams gain real-time visibility of company spending. Automated reports replace manual spreadsheets and reduce errors. Policy breaches are flagged instantly before approval. Budgets are easier to track, and reimbursements happen faster. It keeps spending transparent and under control.

Choose an app with AI receipt scanning and automatic categorisation. Look for approval workflows, mileage, and daily allowance tracking. CO₂ tracking and ERP integration help meet compliance and ESG goals. Offline access and mobile notifications improve user experience. A good app makes expense management quick and stress-free.

Yes, leading apps use encryption and secure logins to protect data. They comply with GDPR and local data protection regulations. User access can be managed through single sign-on or MFA. Every action is recorded, so finance can trace each claim. Your company’s data stays safe at every stage.

Modern apps now include CO₂ tracking for ESG and CSRD reporting. They estimate the footprint of each trip or purchase automatically. Finance can view total emissions and identify ways to cut them. These insights help reduce travel impact and meet green targets. It’s smart, sustainable, and good for business.

A mobile expense app handles on-the-go expense capture and submission. Full expense management software adds budgets, analytics, and controls. Together, they automate the process from receipt to reimbursement. Employees enjoy convenience while finance gets full visibility. It’s the ideal mix of speed, accuracy, and control.

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