Skip to main content
All CollectionsMobility management on Mbrella
Fleet managers and admins

Fleet managers and admins

For fleet managers and admins overseeing employees' mobility benefits

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!
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
Sending mobility expenses to your payrollApprove expenses first. Then download or send your payroll export to your social secretary
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 PartenaDownload 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
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 amount
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.
Managing public transport subscriptionsGo to your mobility hub to request or connect your third-party payer agreement
Handling NMBS-SNCB subscriptions if my company already has a third party agreementAdd your Mbrella Concierge as an admin user on the NMBS-SNCB portal
Handling STIB-MIVB subscriptions if my company already has a third party agreementAdd your Mbrella Concierge as an admin user on the STIB-MIVB portal
Handling TEC subscriptions if my company already has a third party agreementAdd your Mbrella Concierge as your contact person on your TEC agreement
Handling De Lijn subscriptions if my company already has a third party agreementAdd your Mbrella Concierge as your contact person on your De Lijn 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.
What to do when the mobility budget of an employee needs to be ended, but they still have an ongoing subscription via Mbrella?
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 (2025)Find out the maximum and minimum amount of the legal mobility budget as of 2025
Should the legal mobility budget be offered virtually?Offering the legal mobility budget in a virtual way.
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.