How EasyReimburse Works
From project setup to final reports in a few simple steps.
Watch it in under a minute
The participant upload, the AI-built trips, your overview, green travel and the audit export, in one short video.
For Organizations
Create Your Project
Sign up and create a new project. Enter basic details: project name, mobility type, dates, and destination country. Set up your reimbursement parameters in minutes. Set the maximum per country, mark green-travel countries, and add your instructions, deadline and contact email for participants.
Add Participants
Add participants manually one by one or import them via CSV. Each participant gets a unique magic link — no complicated onboarding needed.
AI Processes Documents
As participants upload their travel documents, our dual AI system automatically extracts routes, dates, costs, and distances. It also lets participants know what's still missing. Participants can upload during the project; when it ends, everyone receives a project-ended email with their link and the AI builds the trips.
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. Currency conversions are done automatically using official EU rates. Approve, reopen with a note, or mark as paid; the participant is emailed each time. For green travellers, add the food and accommodation extra from their receipts.
For Participants
No apps. No accounts. Just four simple steps.
Open the Link
Click the magic link from your project coordinator. No app to download, no account to create, no password to remember. Just click and go.
Add documents as you go
Upload tickets, boarding passes and invoices from your phone, even during the project. Green traveller? Hotel and meal receipts go in their own section.
Check your trips
After the project ends the AI builds your trips. Confirm each card, fix anything, add a trip by hand or exclude one.
Confirm and submit
Sign any declaration, add your bank details and submit. You see the exact amount you will receive.
Ready to simplify your Erasmus+ reimbursements?
Try it out first for up to 10 participants.