Travel Reimbursements
From Weeks to Minutes
EasyReimburse uses AI to automate travel reimbursement for Erasmus+ youth mobility projects. Participants upload their tickets. You get clean, compliant data. That's it.
Try it out first for up to 10 participants.
See it in action
How it works
One full reimbursement, start to finish, in under a minute.
Why Organizations Choose EasyReimburse
Save time, reduce errors, and make life easier for everyone involved.
From Weeks to Minutes
Stop chasing receipts and manually entering data. AI handles the heavy lifting so you can focus on what matters — your project.
AI Does the Data Entry
Participants upload their travel documents. Our AI extracts routes, dates, costs, and flight numbers automatically.
AI Reviewer for Organisations
Our AI reviewer checks every participant's reimbursement and gives you a clear overview of what should still be manually checked. This saves you days of work on every project.
Zero Friction for Participants
No app downloads. No registration. No passwords. Participants use a simple magic link on any device and submit in minutes. They can add tickets during the project; when it ends we build their trips and remind everyone automatically. Need to follow up? Send one-click reminders to all participants who haven't completed their reimbursement yet.
Built for Erasmus+
Purpose-built with official EU exchange rates, country reimbursement limits, declarations of honor, and full audit trails. Car trips at your per-km rate, Interrail passes, luggage fees and group bookings are all understood.
Data Stored Safely in Europe
Documents are stored in the EU jurisdiction of our storage provider and never leave Europe. Fully GDPR compliant.
Three Simple Steps
From project setup to an approved, audit-ready file.
Create Your Project
Set up your mobility project in minutes. Import participants via CSV or add them manually one by one.
Participants Upload Documents
Participants upload boarding passes, tickets and invoices as they get them, even during the project. When the project ends the AI builds their trips; they confirm each one, sign any declaration and add bank details.
AI Review for Organisations
The AI reviews all the files and lets you know what still needs to be manually checked. Once approved you can download an Audit PDF when needed for the national agency.
Built by practitioners
We run Erasmus+ projects too
EasyReimburse was built by an organization that runs youth exchanges and training courses across Europe. We know what problems organisations run into and we made every feature because we simply needed it.
Trusted by Organizations Across Europe
Join frontier organisations already simplifying their Erasmus+ reimbursements.
90%
Less time spent
10+
Years of Erasmus+ experience
27
Countries
The function I most like about this software is that you can email a reminder to those who have not completed their reimbursement, with one click. Not to one, but to all who have not completed it. The amount of time EasyReimburse saves me as a project coordinator must be over 20 hours or so.
Joyce van Zadelhoff
Project Coordinator
Coalivia, The Netherlands
After using this it feels ridiculous how we did it before as an organisation, letting participants upload their files in a Google Drive and asking to name them a specific way and then fill in a spreadsheet using those same names. Such a lot of things could and did go wrong there, making this process very frustrating. That's all over with this new age of technology. If you ever wondered what is the use case of AI, this will convince you.
Bob Rekelhof
Project Coordinator
Arbre en Fleurs Association, France
I simply love this tool. It's so easy to use for both organisations and participants. One thing I specifically like is… every damn thing. But also the fact that different currencies are automatically exchanged by the AI using the official EU exchange rates based on the purchase dates of the tickets. I mean, what the heck, how is that even possible haha!
Jonathan de Lijster
Project Coordinator
Stichting Be Innovated, The Netherlands
Ready to simplify your Erasmus+ reimbursements?
Try it out first for up to 10 participants.