Cross-border mobility: How to streamline fleet & employee mobility across regions

Managing employee mobility within one country is already a complex task. Then imagine operating across Belgium, the Netherlands, and Luxembourg. That adds an entirely new layer of difficulty.

HR, fleet, and mobility managers often juggle different tools. They utilise various fuel cards, public transportation apps, charging solutions, and expense management platforms tailored to each country. Add to that the administrative burden of aligning with multiple local tax regulations. Think about CO2 reporting obligations, mobility budgets in Belgium, or commuting reimbursements in the Netherlands. The result is often slow processes, risk, and rising costs.

What's missing is a central approach to fleet and employee mobility. This approach should work across borders and respect local regulations.

In this article, we explore the core challenges of cross-border mobility in the Benelux. We explore the benefits of combining data and tools, and how platforms like Muto help companies make complex things clear.

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What makes cross-border mobility so complex? #

Managing mobility across Belgium, the Netherlands, and Luxembourg means navigating tools that are not compatible, local regulations and time-consuming manual processes.

For companies with a regional presence, these are the four most common challenges:

Fragmented tools and systems #

Each country in the Benelux has its favourite mobility providers. These include various fuel card issuers, EV charging apps, public transportation systems, and expense management tools. This forces HR and fleet managers to combine different solutions, making it difficult to track usage, manage costs, or provide a seamless employee experience.

Conflicting tax rules and compliance requirements #

Each country has its approach to mobility-related tax regulations. Naturally, this adds complexity for companies trying to manage mobility on a regional level.

• In Belgium, authorities impose strict conditions on how companies can use and report mobility budgets.
• The Netherlands provides tax-free commuting reimbursements, but only if you carefully track specific criteria.
• Meanwhile, Luxembourg has its own framework for handling vehicle use and employee travel expenses.

This complex legal landscape increases compliance risk and demands localised expertise. However, this is something many organisations struggle to maintain.

Administrative overload #

Manual processes still dominate corporate mobility management. HR and fleet teams often use Excel sheets, PDFs, and other tools to track mileage, expenses, and CO2 emissions. The result: missed reporting deadlines, inconsistent employee policies, and increased audit exposure.

No single source of truth #

Without a centralised mobility platform, companies lack visibility. When data lives across countries and systems, it's nearly impossible to see the whole picture. Fleet usage, mobility costs, or carbon impact remain in separate silos, making it harder to make informed decisions. Scaling policies regionally or measuring progress toward sustainability goals also becomes a key challenge.

More importantly, without unified data, companies fall short in key areas, such as CO2 reporting across the Benelux. It is becoming a growing priority as sustainability reporting standards tighten across the EU.

However, with the right structure in place, you can accommodate all these challenges.

Regional mobility success starts by centralising data #

Centralising fleet and mobility operations across Belgium, the Netherlands, and Luxembourg is essential for gaining visibility, consistency, and compliance at scale. HR, finance, and fleet teams can see, manage, and control everything better with one integrated platform.

A centralised mobility platform helps you to:

• Combine tools and services: Manage public transport, fuel cards, EV charging, and mileage reimbursement from a single interface.
• Automate reporting and administration: Eliminate manual work when collecting CO2 reports and travel costs.
• Ensure local compliance: Stay up to date with country-specific tax rules and mobility regulations across regions.
• Streamline internal workflows: Reduce the workload on internal teams with automated processes and real-time data.
• Improve the employee experience: Provide consistent and easy-to-use mobility solutions to employees no matter their location.
• Use data for decisions: Make informed decisions about costs, emissions and employee usage to guide more sustainable mobility strategies.

How Muto helps with cross-border mobility #

Muto helps you solve the specific challenges of cross-border fleet and mobility management, especially in complex, multi-country regions like the Benelux - through a collaborative mobility intelligence platform.

One platform for your mobility portfolio & data #

Easily connect fuel cards, EV charging stations, public transport, and shared mobility across Europe. Everything comes together in one place, making it easy for HR, fleet, and finance teams to manage regional operations through a central mobility platform. Employees benefit from a consistent experience, while your team gain seamless backend integration and simplified administration.

Real-time data and automation #

Mobility data integration is at the core of Muto. The goal is to consolidate all your regional fleet and mobility data into a single, unified dashboard. Here you can gain real-time visibility into spending, usage and CO2 emissions across the entire Benelux region.

Inevitably, this empowers teams to make faster decisions, reduce admin time and better track progress toward sustainability goals. Muto also helps simplify CO2 reporting across the Benelux by providing standardized, exportable data that aligns with national and EU-level reporting frameworks.

Conclusion: Turn complexity into a competitive edge #

So far, we've discussed a lot of the challenges of cross-border mobility. But what if the complexity could become a strategic advantage?

Successfully centralising your Benelux fleet management, you'll save time and reduce risk, but there's more. You'll also gain the visibility and flexibility needed to support modern, employee-first mobility strategies.

With the right tools in place, mobility becomes a lever for talent retention, cost control, and sustainability.

That’s where Muto comes in. Our central platform, designed for Belgium, the Netherlands, and Luxembourg, helps you move beyond fragmented systems and regional guesswork. It streamlines fleet operations, ensures compliance and gives your teams a seamless experience, all while keeping you prepared for what's next.