For deliveries that are expected to occur periodically, requesters can submit recurring requests. Recurring requests are requests that occur periodically.
An overview
Each recurring request will contain request instances scheduled for each recurring period. For example, if the recurring request is set to a monthly recurrence over a year, it will contain 12 request instances (scheduled requests) that will be automatically opened by the system each month on the specified date.
Request instances cannot be managed individually; they must be handled through the recurring parent request. For example, if the supplier changes the item prices midway through the recurring order, you can edit the recurring parent request, update the prices, and resubmit it for approval. Request instances created before the price change (if any) will retain the old prices, while future and open (not yet invoiced) request instances will reflect the updated amounts.
You can manage recurring requests in the same way as one-time requests, including editing or deleting them. However, you can add invoices and receipt notes to their request instances only.
If Payhawk’s Procurement AI Agent is enabled for your company, you can easily create and submit requests using its powerful capabilities and conversational experience, all within your company’s conversational channel. To confirm availability, check with your company’s Payhawk Administrators.
Specifics
Each request instance will be opened on its scheduled date, thus appearing under Requests > Receive or Invoice according to the request type settings.
Request instances automatically inherit the details of their recurring parent request, including items, amounts, supplier information, and other relevant details.
Each request instance inherits the description and details of the recurring parent request, with a suffix appended to its scheduled date to indicate its sequence.
Creating recurring requests
To create a recurring request:
In the Payhawk web portal, go to Requests.
Click on the + New button.
In the dialog that opens:
Select the type of request.
Describe the request, for example, why you need the goods or services.
(Optional) Attach a document for your one-time request, for example, a supplier quote. Payhawk's automation tool will automatically extract the request data and fill in the information in the respective fields upon creating the request.
Click on Continue. As a result, the request will be created.
Fill in the information included in the Request details section.
The Summary will appear as the title of your request.
The Description can hold information you consider important for approvers and reviewers to know.
(Optional) In the Supplier field, choose the company from which you want to request the goods or services. If you cannot find it in the list of existing companies, Payhawk will prompt you to mark the supplier as new.
To create a recurring request:
Go to Recurrence, click on Edit, and select the period for which a new request instance will be opened, for example, Semi-annually.
Under From and To, select the start and end date, respectively, of the recurring request, for example, 2 years from the current date.
In Payment method, select among the available payment methods for the request:
Card indicates the request will be paid with a card
Bill indicates it will be paid via bank transfer
No payment needed indicates the request doesn't need to be paid for, as the requested goods are in store, for example.
If you need to edit the payment method, click on Edit, provide the information, and click on Save.
In Special instructions, enter any special instructions you want approvers or reviewers to see.
Fill in the information included in the Additional information section. It will contain fields that were set as required for the request type by a Payhawk administrator at your company.
Fill in the information included in the Amount section - the description of the items you want to request, their quantity, and net unit price. To add new items, click on the Add new item button.
Based on the provided information, Payhawk will create the request instances for the period you specified.
To submit the request, click on Submit.
