What is an expense policy, and why is it important?

An expense policy sets out what employees can and cannot claim, so organisations control costs, ensure compliance and prevent unnecessary spending. In Mobilexpense, your policy is embedded directly in the system, turning rules into practical checks during submission and approval.

How can we ensure employees actually follow the expense policy?

Define your rules and Mobilexpense enforces them at the point of submission. Claims that do not match policy are automatically flagged and blocked from being submitted, so employees receive immediate feedback on what is allowed and can correct their entries before sending.

Can we automate policy enforcement to reduce manual checks?

Yes. Mobilexpense automates enforcement with built-in controls that you can tailor by team, region or role. Automation reduces manual reviews and accelerates approvals while maintaining accuracy, giving finance a consistent, scalable way to enforce policy without extra administrative burden.

How can we track policy violations and trends over time?

Mobilexpense provides visual signals that highlight where and how policy violations occur. This visibility helps finance teams spot patterns, refine rules if needed and keep spend under control by addressing recurring issues and guiding employees towards compliant behaviour.

How do we stay compliant with local tax and legal regulations in different countries?

Mobilexpense keeps current with local tax laws, per diem rates and legal requirements, so global teams can submit compliant claims. Up-to-date settings reduce back-and-forth, help avoid errors and give finance confidence that submissions respect local regulations across countries.

How can Mobilexpense make it easier for employees to comply with the rules?

The desktop and mobile app guide users with in-policy suggestions, defined rules and AI receipt scanning, and provide clear warnings for anything out of bounds. This support helps employees submit correct claims first time and reduces friction for approvers and finance teams.

Embed Expense Policies | Real-Time Enforcement

Spot what matters

Stop reviewing every report. MXP by Mobilexpense highlights what’s out of policy, instantly.

Audit at scale

Compliant expenses are automatically controlled without the need for extra review.

Reinforce policies

Ensure every policy is applied consistently, automatically, and without exception.

Expense policy enforcement, before you even ask

Ensure every expense follows the rules, without relying on manual reviews

MXP adapts to your industry, workflows, and policies.
Easy to adopt and scale across teams.
Visual alerts that highlight out-of-policy expenses.
Built-in rule-setting helps you manage budgets and enforce internal guidelines with confidence.

Corporate travel expense management software overview

Local flexibility, global consistency

Whether you’re reimbursing a field team in France or an executive in Germany, Mobilexpense ensures:

Local tax compliance (e.g., VAT, mileage rates, per diems)
Consistent enforcement across geographies
Custom limits based on job roles, seniority, or legal entities

International customers are aligned with local legal requirements, reducing risk and ensuring peace of mind.

Finance team reviews corporate expense management solution and per diems

Rule-based

You define the logic when it comes to per diems, categories, regional rules, caps, and limits.

Pre-emptive

Issues are caught before submission. Automation and pre-checking expenses reduce workload for finance teams.

Transparent

Every decision is logged, timestamped, and audit-traceable. Dig deeper into spending, ensure better control, compliance, and decision-making.

Customisable

Supports local compliance and global consistency. Establish well-integrated policies based on custom field variables.

Manual review

Control automation in MXP

Approach

Reactive. Issues are found after the spend happens.

Proactive. Spend is guided and controlled before it happens.

Policy enforcement

Relies on people remembering rules and reviewers spotting mistakes.

Policies are built into the system and applied automatically.

Time spent

High manual effort for finance teams and managers.

Minimal manual work. Reviews happen in the background.

Error and fraud risk

Higher risk due to human error and delayed checks.

Lower risk with real-time controls and automated checks.

Employee experience

Frustrating. Expenses are questioned late, often after submission.

Clear and fair. Employees know what is allowed upfront.

Role of finance

Policing spend and fixing issues. Slow approval cycles and delayed reimbursements.

Enabling smart spending and driving strategic insight.

Countries served worldwide

Mobilexpense internal data

Successful projects and implementations

Mobilexpense internal data

of the submitted expenses are required to be manually checked.

Panasonic Industry Europe testimonial

''Mobilexpense’s ability to integrate with systems like Egencia and AirPlus ensures a smooth travel and expense process, from booking to reimbursement.''

Hanspeter Wittwer, Former Global Travel Manager at Autoneum

“The Mobilexpense team is always willing to help. Their proactive approach to finding solutions to our problems is commendable.”

Günter Müller, Global Process Management FtC

"The primary benefit lies in obtaining a consolidated overview of our global travel expenditure. "

Michael Mullen, Director, Global Indirect Sourcing at Leica Microsystems

An expense policy defines what employees can and can’t claim, helping your business control costs, ensure compliance, and avoid unnecessary spending. With Mobilexpense, your policy is embedded directly into the system.

You first define a set of rules and Mobilexpense enforces at the point of submission. Expenses that don’t match your company’s policy are automatically flagged by blocking them from being submitted, so employees know immediately what’s allowed.

Yes. Mobilexpense automates policy enforcement with built-in controls, customised per team, region, or role. This reduces the need for manual reviews and speeds up approvals, without compromising on accuracy.

Mobilexpense provides visual signals (⚠️) that show where and how policy violations occur. This visibility helps finance teams identify trends, adjust policies if needed, and keep spend under control.

Mobilexpense stays up to date with local tax laws, per diem rates, and legal requirements, so your global teams can submit compliant claims and save time on back-and-forths.

The desktop and mobile app guides users through the process with in-policy suggestions and defined rules, AI receipt scanning, and clear warnings for anything out of bounds.

By company size

By region

By product

Embed expense policies before mistakes cost millions

Real-time policy enforcement means you spend less time checking and more time strategising. Control with confidence. Powered by automation. Designed for scale.