MotExpenses
English

For companies

Company cars and mileage claims, without spreadsheets

Drivers record their drives with the app, which notices by itself when they set off. Fleet managers and accountants work in the web portal: cars, bookings, refuels with their receipts, expense reports and the data for the payroll.

Write to us How it works

Two cases, one tool

For the cars the company owns and for the cars employees drive for work.

Company cars

The car belongs to the company, with its costs, insurance, leasing and deadlines. It is assigned to a person or shared by a department, and every driver records drives, refuels and odometer readings on it from the phone.

Employees' own cars

The employee drives their own car for work and is reimbursed per kilometre: the app builds the expense report with the rates of the country, the ACI rates in Italy, and sends it to the company, which receives it ready to approve and export.

How it works

From the invitation to the reimbursements

  1. We activate the companyWe open the company's subscription with the number of drivers; its administrator signs in to the portal and invites colleagues as fleet managers or accountants.
  2. You invite the driversBy e-mail, even if they do not have the app yet. The invitation can already carry the car and the groups of drivers they belong to.
  3. They driveThe app recognises the car and records the drive; the driver says whether it was for work and, at the pump, photographs the receipt.
  4. You receive and exportExpense reports, refuels and use of every car arrive in the portal, and go to the payroll software as a file in the layout it reads.

In detail

What the company gets

  • Assignments and bookings
    • A car fixed to one person, or shared by a department
    • Pool cars bookable by every driver or by chosen groups
    • Bookings from the app or the portal, never overlapping
    • A two-week calendar for every car
    • Reminders to every driver, to groups or to chosen people, with who marked them done
  • Refuels and receipts
    • Logged by the driver from the phone, with the receipt read on it
    • Who paid: the company fuel card or the driver, to be reimbursed
    • The photo of the receipt kept, encrypted, as a voucher
    • Reimbursements marked in the portal
  • Use of every car
    • Kilometres per driver and purpose
    • Odometer readings from refuels, drivers and connected cars
    • Kilometres nobody recorded between two drivers, flagged
    • Cost per kilometre and deadlines of the car
    • Long-term rental contracts, with the kilometres allowed shown to the driver
  • Expense reports
    • Mileage reimbursement at the rates of the country, ACI in Italy
    • Cost centres, accounts and clients set by the company
    • Every report sent stays with the company, as a document
    • Short rentals hired for work and car sharing repaid at what they cost
    • Sent as PDF or CSV
  • Data for the payroll
    • Employee number, name and car of every driver
    • The company's own wage types
    • Configurable CSV and fixed-width layouts, with a starting one for SAP
    • Rows per drive, per employee or per employee and car
  • People and access
    • Roles: administrator, fleet manager, accountant (read and export)
    • Sign-in with the company's Microsoft Entra ID account
    • Whoever leaves the company directory can no longer get in
    • Volvo and BMW Group cars read from the manufacturer

Fair to drivers

A fleet tool, not a tracker

Drivers accept to use it when it respects their private life. The rules are in the privacy policy.

  • Only what they shareThe employee chooses which categories of drives the company receives. Personal drives never reach it; on a company car, the company sees only their kilometres.
  • No average speedThe company gets the start and the distance of a drive, never its end time: from what it receives the speed cannot be worked out.
  • Encrypted, in the EUThe company's data is kept in Microsoft Azure data centres in the European Union, with personal details and receipts encrypted with the company's own key.

Paid by the company, per driver

Drivers with a company car pay nothing. The company pays for the drivers with a car assigned or booked, with a direct invoice, not through the app stores.

support@motexpenses.app