You can manage your expense reports by configuring the report and updating its report type settings, also add more expenses to existing reports, submit and then approve or decline expenses within the submitted report.
Enabling and configuring expense reports
As a Payhawk administrator, you can enable expense reports in the following way:
In the Payhawk web portal, go to Settings > Expense reports.
Switch on the Expense reports toggle.
Click on Add type.
In the dialog that opens, define the following report settings:
Name
Description
Visibility
Allowed expense types
Click on Add to save.
Editing report type settings
As a Payhawk administrator, you can edit the report type settings:
Go to Settings > Expense reports and select the desired report type.
Under Report fields, you can:
Add a new field - click on Add field, select a name, set the required roles that can create expense reports, define whether the report field will be required for submission, and click on Add.
Edit an existing field - hover over the desired field, click on Edit, update the details, and click on Add.
Remove a field - hover over the desired field, click on the Trash icon, and confirm the deletion.
Under Settings, you can update the report name, description, visibility, and the allowed expense types.
Click on Save changes.
Deleting expense report types
As a Payhawk administrator, you can remove an expense report type:
Go to Settings > Expense reports.
Hover over the report and click on the Trash icon.
Click on Delete to confirm the deletion.
Creating an expense report like a new expense
As an employee, you can create the expense report in the same way you create a new expense:
In the Payhawk web portal, go to Expenses.
Click on New.
Select the report type and add its details such as description, start and end dates.
Click on Create report. As a result, the report can be viewed under the Expenses > Submit tab.
If the dates overlap with another report, the system will display a warning.
Creating an expense report from selected expenses
As an employee, you can also create the expense report upon selecting the expenses that have to be included in it:
Go to Expenses and select the expenses to include.
In the flyout dialog:
Choose New report.
If multiple reports are available, select the report type.
Add the description and the date range.
Click on Add [number] expenses to create the report and add the selected expenses to it.
Adding expenses to existing expense reports in the portal
Expenses can be added only to unsubmitted expense reports.
As an employee, you can add expenses to an existing report in the Payhawk web portal:
Go to Expenses and select the desired expenses.
In the flyout dialog:
Choose Existing report.
Select the desired report.
Click Add [number] expenses to add the selected expenses to it.
Submitting expense reports in the portal
As an employee, you can submit an expense report in the Payhawk web portal:
Go to Expenses > Submit.
Select the report.
Click on Submit. As a result, depending on the configured workflows at your company, all expenses within the report will be submitted for review or approval.
If an expense is returned, you'll see it under the Submit tab and can edit and re-submit it.
Approved expenses appear under the All tab.
Approving, declining, and returning expense reports in the portal
As an approver, if you approve an expense report, all its expenses will be automatically approved.
Go to Expenses > Approve.
Select the report and click on Approve.
You can still approve expenses individually and decline or return an expense to the employee if needed.
Once all expenses are approved individually, you will be prompted to approve the full report.