success story

Scoring Big with Expense Reporting: Rugby Netherlands' Success Story

Mobilexpense competed against multiple providers and emerged as the winner. Marielle ten Rouwelaar, Secretary & Office Manager for Rugby Netherlands, tells us more about their choice for Mobilexpense and how it impacted their expense process. 

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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.  

Why Mobilexpense

Rugby Netherlands was able to make a relatively swift decision based on both price and capabilities. Their predetermined requirements for the software included the ability to integrate with their accounting software Exact Online, as well as offering a mobile app. Additionally, the customisation options available and the inclusion of a user manual were seen as added benefits. 

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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. 

About the company

Since 1932, Rugby Netherlands has aimed to represent the interests of the sport.

Responsible for policymaking and promoting the practice of rugby at the national and international levels.

Internationally, Rugby Netherlands is represented by the Dutch Men's XV, Dutch Women's XV, Dutch Women's VII, Dutch Under-20, and Dutch Under-18 teams.

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