Every budget is defined on a yearly basis. At the end of each year, employee budgets that expire on December 31st need to be renewed for the following year, to ensure that employees continue to have access to their mobility budgets. Mbrella can automate this process for you, but you remain in full control
Fully automatic budget renewal
By default, Mbrella will automatically renew all budgets on December 31st, so they are available on January 1st for the employee. There’s nothing you need to do, this will happen fully automatically.
This is the perfect option for you if:
Your budget configurations are stable and consistent
You prefer a hands-off approach
You want to ensure budgets are renewed on time without any manual intervention
Semi-automatic budget renewal
In some cases, you might want to have a bit more control over the renewal of these budgets.
E.g.: Do you want to see the upcoming budgets for next year already on an earlier date than December 31st? You can!
👉 Just make sure that the current budget configurations are up-to-date, because the renewed budgets will be set up the same way.
There are 2 ways, in which Mbrella gives you full control:
Option 1: HR chooses an earlier renewal date, Mbrella does the rest automatically
= You can customise the date on which Mbrella will do the renewal, automatically, for you.
💡Any day in December works! Here’s how to select yours 👇
Navigate to Settings > Customisation > Automatic budget renewal day
Select your preferred renewal date in December
Once set, renewal will happen automatically on your chosen date every year
Option 2: HR manually triggers renewal from Mbrella (bulk export option)
= Don't want to wait until December 31st (or your chosen renewal date)? No worries! You can trigger all budget renewals instantly with one click, then validate next year's budgets right away.
A "Renew Budgets" button can be found on top of the budgets page
Click the button and confirm that you’re ready to have the renewal done
All eligible budgets will be renewed immediately, with the same amount as the current budget (see more details below)
Which budgets will be renewed?
Mbrella automatically evaluates all budgets and only renews those that meet specific criteria:
✅ Budgets that WILL be renewed:
Employee has an active employment & budget
The last budget period amount is greater than €0
No budget for the following year already exists
❌ Budgets that will NOT be renewed:
Employee is offboarded or their budget has an end date before 31/12/2025
The budget amount (or the last budget period amount) equals €0
A budget for the following year already exists
Example:
Alice has a 2025 mobility budget ending December 31st, 2025 with a last period of €1,000/month
Alice remains employed throughout 2026
✅ Alice's budget will be automatically renewed for 2026 with €1,000/month
Key information to remember:
How will the new budgets be set up?
Start date: January 1st of the new year
End date: December 31st of the new year (or employee's contract end date, whichever comes first)
Budget amount: Same as the last period of the previous budget. So if an employee's budget has changed mid-year(e.g., promotion, contract adjustment), the renewal uses the last period amount as the basis for the new year.
Budget type & settings: Identical to the previous budget
How do I know if all budgets were successfully created for next year?
When the renewal is done by the system (on the 31st of December or at every earlier timing based on your preference), the logs in the platform (Settings > Logs) will indicate if the process was successful.
If all goes well, the Budget Renewal will have the status Completed & the logs will only show informational messages, but no Errors (see screenshot)
If there would be any errors, you can:
Try to trigger the budget renewal once more. The system will automatically ignore the budgets that have already been renewed & focus on the ones that have not yet been renewed.
If some errors still pop up & it’s unclear why, you can contact support@mbrella.eu.
For a specific employee, you can see the upcoming budgets in the employee’s budget profile. If needed, you can still do manual edits after the bulk renewal of course.
What if I trigger the budget renewal multiple times?
No worries!
The system prevents duplicate renewals through built-in validation. Even if the renewal button is clicked multiple times, already-renewed budgets will be automatically skipped
What if a budget was linked to a user group?
If you use group budgets (where individual budgets are linked to a parent group budget), the renewal process maintains these links. The renewed individual budgets will automatically remain connected to the appropriate group budget.
Note that this has nothing to do with the processing of any remaining amounts an employee might have at the end of this year. This page is purely about the renewal & creation budgets for next year.
If you would like to have more details about the leftover budgets for a Flex or Legal mobility budget, you can have a look at these 2 pages: