Fleet managers and admins
For fleet managers and admins overseeing employees' mobility benefits
By Quinten and 3 others4 authors95 articles
Getting started with Mbrella
Learn the basics on expenses, budgets, settings and more
- The basics for adminsEverything you need to know as an administrator
- Adding new usersComplete the employee's details, assign a budget and select mobility benefits
- Modifying a budget at the start of the yearBudget upgrade
- Expenses explainedA quick summary of Mbrella's expenses
- Expense spending controlsChoose which mobility categories are allowed within the mobility budgets of your employees
- Reviewing expensesYou can approve or refuse one or multiple expenses at once
- Reviewing KM allowancesYou can approve or refuse one or multiple KM allowances at once
- Sending mobility expenses to your payrollApprove expenses first. Then download or send your payroll export to your social secretary
- Offboarding and cashing-out an employeeIn this article, we explain how to offboard employees and close their mobility budget and create a pillar 3 expense.
- The personalization options of your Mbrella accountDiscover how you can personalise your Mbrella account to the max!
- Invite an employee to the platformSend an invitation email to an employee
- Adding a new adminPromote an existing employee to admin or add a completely new admin
- Assigning a budget or benefit to employeesAdding budgets or benefits
- How to set up your payroll settingsFind out how you can set up your payroll settings in this article
- How to set up user groupsThis article explains how to set up and manager user groups
- Automatic approval for recurring expensesHow to approve recurring expenses only once
- Managing settings for parking, fuel and charging expensesYou are in full control of which expenses your employees can make. And you can even define when your employees can use them!
Mbrella Pay
All about our payment card
- HR admin - What is Mbrella PayLearn how Mbrella Pay simplifies employee expense management and payments
- HR admin - What is the Mbrella Pay virtual card?A virtual card can do almost everything you could expect from a normal payment card.
- HR admin - What is the cost of Mbrella Pay?
- HR admin - Activate Mbrella Pay for your company
- HR admin - Activate Mbrella pay for your employees
- HR admin - Add balance to your Mbrella pay account
- HR admin - Check your Mbrella Pay wallet balanceMbrella Pay balance
- HR admin - Add a limit and view the card expenses
- HR admin - How to block the cards
- HR admin - How will I be invoiced
- HR admin - Download your Mbrella Pay debit noteMbrella Pay debit note
- HR admin - change the settings for Mbrella PayGet full control over the usage of Mbrella Pay.
- Mbrella Pay - What is the difference between a virtual and physical card?In this article we explain what exactly is the difference between the virtual and physical Mbrella Pay card.
Analytics
How to analyse the information you can extract from Mbrella
General
What you need to know to simplify payroll
- Connect with your social secretaryGo to your Settings and click on Payroll to setup your payroll connection
- Import your payroll export in MpleoDo you use the mpleo tool for your payroll processing? Then read this article to also download your Mbrella data correctly.
- Delete my payroll fileWe can assist you to re-do your paryoll export file!
- Import your payroll export to Partena (Pro salary)Download your payroll export in Mbrella. Then, go to Partena and import your file via the Clock module
- Import your payroll export to SD Worx (mysdworx)Download your payroll export in Mbrella. Then, go to SD Worx Payroll and click on Import time registration
- Import your payroll export into SD Worx (eBlox Payroll)
- Import your payroll export to SD Worx (X-Tend 365)Download your payroll export in Mbrella. Then, go to SD Worx X-Tend Payroll and click on 'import'
- eBlox Payroll Corrections
- Log into Mbrella with SD Worx SSO
- Import your payroll export to AttentiaDownload your payroll export in Mbrella. Import your file into QIOSQ+ or manually into SME Client Portal
- Import your payroll export to AcertaDownload your payroll export in Mbrella. Then, go to Acerta Connect and click on Import (for Connect Pro) or Employees (for Connect Smart)
- Import your payroll export into Group SIs your social secretariat Group S? Read this article to download your payroll data compatible with Group S in Mbrella
- Activate your Officient integrationOnboard your company and employees instantly, check budgets in Officient and send payroll data via Officient
- Attentia DOTS - Activation payroll
End of year administration 2025
How to manage budget renewals, pillar 3 cash out and flex leftover budgets
Mobility Hub
Discover the Mobility Hub
- Discover the Mobility HubActivate mobility benefits for your employees via the Mobility Hub
- Discover the commute plannerKilometer allowances and how to register a trip
- 🏠🏖️ Work-from-home allowances & holiday registrationsOur Commute Planner allows your employees to register their work-from-home days and holidays.
- Update the kilometer allowance amountKeep your kilometer allowance reimbursements accurate by updating yearly allowance rates in Mbrella.
- How to modify the start date of bike and pedestrian allowancesLearn how to adjust when your employees can start claiming their kilometer allowances
- KM allowance periodsThe KM allowance periods make it possible to choose which allowance amount is valid as of which date
- How to deduct allowances from the legal mobility budget of your employeesEmployees can receive a bike and/or pedestrian allowance within their legal mobility budget. Find out how to manage this here.
- How to block public holidays in the commute planner?Take control. Block public holidays.
- Set up a third party agreement for public transport subscriptionsLearn how to set up a third party agreement so your employees can enjoy advantageous public transport subscriptions via Mbrella
- Managing NMBS-SNCB subscriptions with an existing third party agreementThis guide will help you connect your third party agreement to Mbrella so we can manage your train subscriptions efficiently.
- Managing MIVB-STIB subscriptions with an existing third party agreementThis guide will help you connect your third party agreement to Mbrella so we can manage your train subscriptions efficiently.
- Managing De Lijn subscriptions with an existing third party agreementThis guide will help you connect your third party agreement to Mbrella so we can manage your transport subscriptions efficiently
- Handling TEC subscriptions if my company already has a third party agreementAdd your Mbrella Concierge as your contact person on your TEC agreement
- When will the subscription expense be created?
- What happens if an employee leaves the company and had active public transport subscriptions in Mbrella?
- The Flex mobility budget explainedPerfect for employees who don't qualify for the Legal mobility budget
- The Business mobility budget explainedReimburse your employees for work-related mobility expenses like parking
- Is my company eligible to start with the Legal Mobility Budget ?
- Adding a negative expense in case of reimbursement of exceeded budgetWhen an employee exceeds the mobility budget, you can claim it back by adding a negative expense
- How are expenses approved?Your admin is in charge of approvals
- What if the legal mobility budget is exceeded?In some situations, overconsumption of the mobility budget is possible. The employee will need to pay back the amount he overspent.
- Ending a mobility budget of an employee without having to offboard them from Mbrella.How to end a mobility budget without interrupting other Mbrella benefits
- Adding costs related to a pillar 1 carAdd the lease, fuel, and other related costs to the environmentally friendly company car in Mbrella
- Maximum and minimum amounts legal mobility budget (2026)Find out the maximum and minimum amount of the legal mobility budget as of 2026
- Should the legal mobility budget be offered virtually?Offering the legal mobility budget in a virtual way.
- Car Professional AllowancesEasily distinguish between commute and professional car trips with dedicated allowances.
- Spreading your public transport subscription cost across monthsUnderstand how multi-month subscription costs are split in your mobility budget
Mbrella features
Extra features on Mbrella you should definitely know!
- Monthly budget limitsPrevent overspending with monthly budget limits
- Expense spending controlsChoose which mobility categories are allowed within the mobility budgets of your employees
- Housing cost eligibility checkerMbrella helps you checking if your employee is eligible to get housing costs reimbursed or not via the legal mobility budget.
- 👩👩👦👦 Define User GroupsManage budgets and benefits for groups of employees at the same time
- 💸 Update the budget of your employees with ease during the year thanks to budget periodsHR admins can now set different budgets for different periods
- How to use the feature 'activity rates'?You have the power to set the activity rates for your employees right within Mbrella.
- Cost centers to manage your business expensesIf your employees make costs traveling to different clients for their job, you can now attribute those costs to specific clients.
- Office addressesManage your company addresses and effortlessly assign employees to each one.
- Manage public holidaysTake control. Block weekend & holiday spending
- 🌍📈 Track your emissions with our Carbon TrackerWith our Carbon Tracker, you'll have access to super accurate CO2 reporting, making guesswork a thing of the past.
- Log pageFind easily all the export / imports you made in Mbrella
- Set a monthly automatic reminder for admins and/or employees in MbrellaEnsure payroll happens on time and avoid last-minute expense submissions thanks to automatic reminders.
- How to sync your calendar data with Mbrella?Import your calendar data to manage in-office days
- How does the Carbon Tracker calculate CO2 emissions?Understand how Mbrella tracks and reports your company's commuting emissions
- The personalization option of your Mbrella account
- Track mileage automatically in the Mbrella PlatformWith Mbrella's mileage tracking feature, you can automatically monitor both business and private kilometers without the hassle of manual logs or spreadsheets.
- Enable or disable the AI chatbot policyControl whether employees can use the AI chatbot feature in your organisation
- Where to find your invoicesAccess and download all your Mbrella invoices in one place
- Customising your Mbrella settings ⚙️A complete overview of the options available in the Customization tab
Youtube tutorials
Even more information in clear Youtube tutorials