This article answers some of the most frequently asked questions (FAQ) related to the file formats you can upload to your expenses in the Payhawk web portal, mobile app, and Mailbox.
What happens if my file format is not supported?
You will receive a message that the uploaded file is not supported with a link to this detailed article. You must check the format and the attributes of the file and ensure that the file is supported.
Can I upload multiple files at once?
Yes, you can upload multiple files to your expenses in all three Payhawk channels - the web portal, mobile app, and the Mailbox.
What file format is recommended for best compatibility?
It is recommended that you use PDF for documents and PNG for images, as these formats are universally supported across all Payhawk channels and live integrations.
Can I upload password-protected files?
No, password-protected files are not supported. Before uploading, you’ll need to remove any passwords or encryption. If you attempt to upload a password-protected expense document, the system will display an error message.
What happens if I upload a corrupted file?
Corrupted files cannot be processed. The system will flag the issue and display an error message. To continue, you’ll need to upload a valid, uncorrupted file.
Is OCR supported for scanned files?
Yes, optical character recognition (OCR) is available for all supported file formats, except for eInvoices. For eInvoices, Payhawk extracts information directly from the structured XML data with 100% accuracy.
What is the maximum file size for uploads?
The maximum file size is 10 MB per file. For bulk uploads, the combined size must not exceed 20 MB.
Does the system automatically validate the e-invoicing files?
Payhawk validates e-invoicing files to ensure the XML structure is correct and readable by the system. However, it does not generate an error message if the file is missing mandatory fields or contains invalid data for a specific jurisdiction.
For example, if you upload a UBL-compliant xRechnung document, the system will attempt to process it. However, if a required field, such as the supplier name, is missing, Payhawk will not extract that information to the expense, and no error message will be displayed. It is the responsibility of the document issuer to ensure the e-invoice meets the legal requirements of the relevant jurisdiction.
What should I do if my file is rejected?
If your file is rejected, check the following:
Ensure the file format is one of those supported by Payhawk.
Verify that the file size is within the allowed limits.
Confirm that the file is not corrupted or password-protected.
Are archived files supported?
No, archived files (for example, ZIP files) are not supported by Payhawk. Ensure you extract the files before uploading.