How we use Acubiz

Acubiz can be used in many different ways. For example, we can handle expenses, purchases made on company cards, time registration, mileage, invoices, etc. Thus Acubiz is usable for all teams across an organization: sales, development, finance, marketing, HR, support, etc.

TL;DRAcubiz is used across every function in an organization, not just by employees who travel. Acubiz's own team shares real examples: the marketing manager handles mileage and company card subscriptions, the controller scans invoices and registers working hours, the developer clears card transactions and tracks vacation days, and the account manager relies on digital mileage tracking for daily client visits.

Here are some stories from our employees about how different types of employees use various Acubiz functions:

Martin, Marketing Manager

Many people refer to systems like ours as “travel expense systems.” And yes, Acubiz can be used for travel expense reports, but employees can also use it for various employee-related expenses. For example, I use Acubiz when I’m on the road as well as when I’m in the office. When I’m out and about, I handle, e.g., mileage for an event or expenses for a cup of coffee or lunch. In addition, I purchase software subscriptions and merchandise in the office with my company card. So, Acubiz can be used by all kinds of employees – not just those on the road.

Tanja, Controller 

I use Acubiz for many different things. Most of the time, I use Acubiz for scanning invoices and forwarding them to approvers, as well as bookkeeping, as export files can be imported into our finance system. Aside from that, I also use Acubiz for searching for invoices from suppliers. Lastly, I use Acubiz when I register my working hours and register outlays.

Palle, Senior Developer

When I make purchases with my company card, it automatically ends up in Acubiz. In addition, I can scan receipts for company-related expenses with the Acubiz app and clear outlays for approval via the Acubiz app or a web browser. I also register the hours I have spent on customer or development projects. I also track how many vacation days I have left, as I always register my vacations in the app.

Frederik, Account Manager

As I often am out of the office on customer visits, the Mileage function is well-loved by me. It’s great to have a digital tool to calculate mileage instead of doing it myself. The Expense function I use for all the expenses that occur concerning customer visits, whether for a cup of coffee, lunch, or something entirely different. If you’re in a company where the process regarding expenses is manual, this is a whole different experience.

Kasper, Senior Consultant

I use Acubiz when I deal with purchases made with my company card. I take a picture of the receipts at the time of purchase – and then I don’t have to spend any more time on that.Additional features I use are time registration in our Time module as well as approval of supplier invoices.

Frequently Asked Questions

Can Acubiz be used by employees who do not travel for work?

Yes. While Acubiz handles travel expenses and mileage, it is equally useful for office-based employees. Examples from the Acubiz team include marketing staff managing software subscriptions and merchandise purchases on company cards, controllers scanning supplier invoices, and developers logging project hours and vacation days, all through the same platform.

How does Acubiz handle company card transactions?

Card transactions are imported directly into Acubiz automatically. Employees receive a notification to attach a receipt and confirm the transaction details, then submit for approval via the app or browser. This eliminates manual entry and ensures every card purchase has attached documentation before it reaches the finance team.

Can Acubiz be used for time registration and tracking project hours?

Yes. Acubiz supports time registration for both internal and customer-facing projects. Employees log hours against specific projects or customer accounts, and the data feeds into the finance system. This is used both for internal cost tracking and as the basis for precise client invoicing.

How does the mileage function work in Acubiz?

The mileage function lets employees register business trips digitally, with route calculation built in rather than relying on manual estimates. This reduces over-reporting and ensures the reimbursement calculation is accurate. For employees making frequent client visits, it removes the need to manually calculate and log distances after each trip.