Question 1

How does mobile receipt photography work?

Accepted Answer

Simply open the Bidmio mobile app, click 'New Expense', photograph the receipt and the system automatically recognizes data like amount, date, supplier and VAT using OCR technology. You just add category and project. The whole process takes 30 seconds.

Question 2

Do I need to be online to photograph a receipt?

Accepted Answer

No, the mobile app works in offline mode too. Receipts are temporarily stored on your phone and automatically uploaded to the system when you connect to Wi-Fi or mobile data.

Question 3

Can I connect our bank account?

Accepted Answer

Yes, the system supports connecting company bank accounts and cards. Transactions are automatically imported and the system matches them with scanned receipts. We support most banks.

Question 4

How does automatic expense categorization work?

Accepted Answer

The system uses AI and machine learning. It learns from your previous categorizations and automatically suggests category based on supplier, amount and description. The longer you use the system, the more accurate it becomes.

Question 5

Can I set expense limits?

Accepted Answer

Yes, you can set monthly or annual limits for categories (e.g. max $2000/month for fuel), projects (max $50000 for project XY) or company cards (max $500/month per employee card). You'll get an alert when exceeded.

Question 6

What does the expense approval process look like?

Accepted Answer

The approval process is fully configurable. You can set that expenses above a certain amount require supervisor approval. For example: expense > project manager > for amounts over $500 also CFO > approved. Everyone gets a notification and can approve or reject the expense.

Question 7

Does the system work for mileage and trip logs?

Accepted Answer

Yes, the system has integrated km tracking. You can use GPS route tracking (app records the route) or enter the route manually (from-to). The system automatically calculates km, allowance per rate and records in the trip log. Full legislative compliance.

Question 8

How do I export expenses to our accounting system?

Accepted Answer

The system supports export in XML, CSV and Excel formats. You can set up category mapping to your accounting accounts. Export can be run manually or set to automatic daily/weekly. We support most accounting systems (QuickBooks, Xero, Sage...).

Question 9

Are expenses securely stored? What about GDPR?

Accepted Answer

Yes, all data is encrypted and stored on secure EU servers. We have a complete audit log of all accesses and changes. The system is fully GDPR compliant and tax audit ready. We perform automatic daily backups.

Question 10

Can I track expenses by projects?

Accepted Answer

Yes, each expense can be assigned to a specific project. The system shows you total project costs, budget comparison, expense trends and alerts you to budget overruns. You always have an overview of actual costs for each project.

Question 11

How many receipts can I have in the system?

Accepted Answer

Unlimited number. The system stores all receipts digitally and they can be searched, filtered and displayed anytime. You have a complete archive of all company expenses available with a few clicks.

Question 12

Can employees see others' expenses?

Accepted Answer

It depends on access rights settings. You can set that an employee sees only their expenses, project manager sees their project's expenses and CFO sees everything. Access rights are fully configurable according to your organizational structure.

Intelligent management of all company expenses

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