Scoring Big with Expense Reporting: Rugby Netherlands' Success Story

Pain points and challenges

At Rugby Netherlands, the majority of the expenses are related to the mileage allowances granted to referees. Additionally, there are fixed compensations for volunteers and monthly expense claims from staff members.

To approve the printed receipts, the responsible manager had to stamp, verify, and approve them before the management could give the final approval. This process involved a lot of paperwork and time, and it was burdensome for all involved parties, including the administration team, who had to manually record all the expenses.  

Expense management requirements

• Easy submission of expenses via smartphone and online app 
• Integration with the accounting software Exact Online 
• Ability to customise functionalities based on the needs of Rugby Netherlands 

Mobilexpense tool implementation

Rugby Netherlands worked together with Mobilexpense to define all the requirements before setting up the integration with Exact Online. Mobilexpense provided helpful guidance throughout the process, ensuring a seamless integration within the organisation. Users were provided with a user manual and could contact the helpdesk for assistance. 

Impact

Although some of the older users needed time to adjust to the new process, it was quickly adopted, and the expense declaration process became fully digital within a few months. The introduction of the portal has resulted in significant time savings for everyone. An additional benefit is that users can easily track the status of their expense claims.