Young people collaborating around a laptop

Powerful Features, Simple Experience

Everything you need to manage Erasmus+ travel reimbursements, from document capture to final reports.

For Organizations

Tools that save you hours on every project, from the first invitation to the National Agency report.

Step 1

Collect documents

Get every participant uploading without accounts, passwords or chasing.

Magic Link Invitations

Share a link or send magic link emails. Participants access their submission page instantly — no registration, no passwords, no friction.

Multi-Project Management

Running multiple youth exchanges or training courses? Manage them all from one account with separate dashboards for each project.

Your name on every email

Invitations, reminders and notifications are sent as “{Your organisation} via EasyReimburse” with replies going to your address. Add your own instructions, a document deadline and a contact email that appear in every email.

Organisation dashboard: credits, projects and participants at a glance

Step 2

AI builds and reviews

Two AIs do the reading, matching and checking for you.

AI Document Processing

Our dual AI system reads boarding passes, train tickets, bus receipts, and invoices. It extracts routes, dates, prices, and distances with high accuracy.

All transport modes

Plane, train, bus, ferry and car. Car trips use your per-km rate with carpooling and a declaration on honour. Interrail passes, luggage fees, group bookings, return tickets and bank-transfer screenshots are recognised.

Official EU Exchange Rates

Automatic currency conversion using official rates from the European Commission, applied on the correct dates of purchase. No manual lookups needed.

AI Reviewer

Our AI reviewer checks every participant's reimbursement and gives you a clear overview of what should still be manually checked, saving you days of work on every project.

A participant file with the AI review findings next to the trips

Step 3

You approve and pay

Stay in control of every file, with the participant informed at each step.

Project Dashboard

See all your participants, their submission status, and reimbursement data in one clean overview. Know instantly who still needs to upload documents.

Review and pay

Approve, reopen with a note, or mark as paid. The participant is emailed at every step. Set an individual maximum, a green-travel status or a manual exchange rate per participant when a case needs it. The overview shows requested versus maximum per person.

Auto Messaging

One-click reminders, project-ended emails and reopen-with-a-note: participants are emailed at every step, in your organisation's name.

Green travel extra

Green-travel participants upload hotel and meal receipts in their own section, separate from tickets and not counted against the document limit. You see them as thumbnails grouped by day with totals, enter the food and accommodation amount, and the participant is emailed.

Project overview: status per participant, requested versus maximum

Step 4

Report to your National Agency

Everything an audit asks for, compiled in one click.

National Agency audit pack

Per participant: an audit PDF with all data, documents and declarations. Per project: one ZIP with every audit PDF and the spreadsheet, in one click.

Data Export

Download all reimbursement data as structured spreadsheets, ready for your National Agency reporting. No manual formatting needed.

Compliance Built In

Official EU exchange rates via the European Commission InforEuro API. Country-specific reimbursement limits. Declaration of Honor for missing documents. Full audit trail.

Dissemination page

Optional

Switch it on per project and participants log their social-media posts and photos in the same link, ready for your final report.

Erasmus+ green travel

Green travel, handled

Mark a country as green travel, let participants upload hotel and meal receipts separately, and add the food and accommodation extra in one field. Declarations on honour are generated and signed in the app.