Software voor het mobiliteitsbudget kiezen? Stel deze 10 vragen

Approving train tickets, checking housing expenses and settling a departing employee’s budget. Software can make these tasks easier. But which platform fits your company?

Start with your mobility policy, your daily admin and your payroll process. Ask providers to walk through real situations so you can see what the software handles and what stays with HR.

These ten questions will help you compare.

1. Does the software support Belgium’s statutory mobility budget?

A general expense tool is not automatically suited to the Belgian statutory mobility budget. Check how the platform handles the annual budget, all three pillars and the final settlement.

Do you also offer commuting reimbursements or flexible company budgets? Ask how these arrangements are kept separate. They do not all follow the same tax rules.

2. Can you configure your own mobility policy?

The platform should fit your job categories, locations and legal entities.

Check whether you can assign budgets, benefits, limits and approval rules to groups. How easily can you update them? Software can apply your arrangements, but it does not independently determine employees’ legal entitlements.

Still developing your policy? Read our guide to implementing the mobility budget.

3. How does the payroll integration work?

“Integration” might mean an export file or a direct exchange of data. Ask what gets transferred, when it happens and which checks remain necessary.

Have the provider demonstrate a correction too. What happens when an approved expense changes?

Explore Mbrella’s payroll and mobility integrations, then confirm what is available for your payroll provider, software and selected plan.

4. Which expense checks does the platform perform?

Ask how the software handles missing documents, budget overspending and potentially duplicate expenses.

Automatic approval can save time, but check what triggers it. Which exceptions are flagged? When does HR need to step in? Can you trace why an expense was approved?

Software supports the checks. It does not remove your responsibility to assess expenses correctly.

5. How are housing expenses monitored?

For housing expenses under pillar 2, setting up a recurring payment is not enough. Check how the platform supports the conditions: the 10-kilometre radius measured as the crow flies, the normal place of work and the monthly assessment based on working hours.

Ask what happens when someone moves or changes their homeworking pattern, which evidence is needed and which decisions remain with HR.

Read more in the Help Center guide to housing expenses.

6. What happens when employees join or leave?

Ask the provider to demonstrate a mid-year start or departure, including prorating the statutory mobility budget by calendar day.

Also check outstanding expenses, remaining balances, overspending and the blocking of new spending. What information does payroll receive for the final settlement?

A realistic departure scenario will reveal more than a dashboard overview.

7. Is it easy for employees to use?

Try the employee interface yourself. Can someone submit an expense, record a commute and check their remaining budget without instructions?

Check the available languages and mobile experience too. If an expense is rejected, will the employee understand why and what to do next?

Take a look at the Mbrella app for examples of these everyday tasks.

8. How is personal data protected?

Involve IT or your privacy lead in questions about data storage, the processing agreement, access permissions, SSO, MFA and retention periods.

For certifications, check their scope and validity. Ask which actions are logged so you can trace changes to budgets and records.

Make sure each role can access only the information it needs.

9. Which reports and exports are available?

Request a sample export covering budgets, expenses, corrections and balances. Can you also access historical data and rejected expenses?

Discuss a future supplier switch upfront: which data can you take with you, in what format and at what cost?

A useful dashboard should be backed by accessible records.

10. What does the complete package cost?

Compare more than the licence fee. Ask about implementation, migration, payroll connections, payment cards, additional modules and support.

Agree who will help with an urgent issue just before payroll processing. Use Mbrella’s pricing plans as a starting point and have the full scope confirmed in your quote.

Compare providers using real situations

Give each provider the same scenarios: a new employee, an incorrect expense, changing housing eligibility and a departure. This helps you compare what your team will actually use.

Want to see how Mbrella handles it? Book a demo and bring your own examples.