The lifecycle of an expense report mirrors that of individual expenses. Once an expense report is created, its expense owner can submit it for approval. Approvers can either approve the report, advancing it to the review step, or decline it. If declined, the approver can delete or return the report to the expense owner for further updates and resubmission.
Editing expense reports
Expense reports in Payhawk can be edited before they have been paid by different roles at your company, and depending on the stage of their lifecycle:
Expense report owners can edit a report during one of these stages:
Before the expense report has been submitted.
After the expense report was sent for approval, but editing the report at this stage will cancel any existing approvals and restart the approval process.
When the expense report has been returned to them for updates.
Employees assigned as reviewers, as well as Payhawk accountants and administrators, can also edit an expense report.
As an expense report owner, you can edit your expense reports before they've been submitted or after they've been returned for updates, by following these steps:
In the Payhawk web portal, go to Expenses > Submit and select the report.
Click on its three-dot menu and select Edit report.
In the dialog that opens, modify the desired details.
Click on Save.
If you’ve submitted your expense report for approval and at least one expense has already been approved, you can recall and edit the expense report in the following way:
In the Payhawk web portal, go to Expenses > All and select the report.
Click on its three-dot menu and select Edit report.
Click on Confirm.
In the dialog that opens, modify the desired details.
Click on Save.
Deleting expense reports
Expense reports in Payhawk can be deleted as long as they haven’t been paid. When a report is deleted, any linked expenses will be unlinked and, if they are still in the approval process, automatically resubmitted for approval.
While expenses and expense reports cannot be deleted after payment, they can still be returned for review. This allows the Finance team to take appropriate actions, such as deducting the amount from the employee's payroll or arranging a reimbursement via bank transfer to the company account.
At the different stages of their lifecycle, expense reports can be deleted by different roles at your company:
Expense owners can delete a report before it's been submitted or if it has been returned to them for updates.
Employees assigned as reviewers, as well as Payhawk accountants and administrators, can delete an expense report from the Delete option of the three-dot menu.
As an expense owner, you can delete your expense report before submitting it, or if it's been returned to you.
In the Payhawk web portal, go to Expenses > Submit and select the report.
Click on its three-dot menu and select Delete.
In the dialog that opens, click on Delete to confirm your choice.
Deleting an expense report will unlink all associated expenses. Expenses that were already submitted will be automatically resubmitted for approval, while the rest will remain in their current state.
You can still delete the included expenses individually.
If you are assigned as an expense reviewer, you can delete an expense report in the following way:
In the Payhawk web portal, go to Expenses > Review.
Select the desired report.
Click on its three-dot menu and select Delete.
In the dialog that opens, select Delete to confirm the action.
