You can manage your expense reports by configuring the report and updating its report type settings. Also, you can add more expenses to existing reports, submit and approve or decline expenses within the submitted report.
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.
Configure which roles can create expense reports.
Define whether the report field will be required for submission.
Define the fields that Payhawk will use to automatically match expenses to the report.
Click on Add.
Edit an existing field:
Click on the Edit icon (pencil) of the desired field.
Update the available options.
Click on Save.
Remove a field:
Click on the Delete icon (trash) of the desired field.
In the dialog that opens, click on Remove to confirm the deletion.
Under Settings, you can update the report visibility and the allowed types of expenses employees can add to the expense report.
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 expense reports in the same way as new expenses
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, fill in the report description, its start and end dates, and any other required fields.
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 an error.
Payhawk accountants and administrators can create expense reports with new expenses on behalf of employees.
Creating expense reports from selected expenses
As an employee, you can also create the expense report when 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 name] report.
Fill in the report description, its start and end dates, and any other required fields.
Click on Add to report to create the report with the selected expenses.
Payhawk accountants and administrators can create expense reports from selected expenses on behalf of employees.
Creating expenses and adding them to a report
As an expense owner, you can add an expense to your existing report at the time you create it.
You can add expenses to your report either before you have submitted it or after it's been returned to you for editing.
Go to Expenses and select the desired expenses.
In the flyout dialog:
Choose Existing report.
From the drop-down list, select the desired report.
Click Add to report to add the selected expenses to the existing report.
Payhawk accountants and administrators can create expenses and add them to a report on behalf of employees.
Adding and removing existing expenses from a report
As an expense owner, you can add an expense to your existing report after it's been created.
You can add expenses to your report either before you have submitted it or after it's been returned to you for editing.
The Manage expenses option will be available for expense owners, reviewers, Payhawk accountants, and Payhawk administrators.
Select the report.
Click on its three-dot menu and select Manage expenses.
In the dialog that opens:
To add more expenses to the report, select the desired ones from the list.
The list of other expenses will include those that you own, have not yet been submitted, fall outside the defined period, and are of a supported expense report type.
To remove expenses from the report, deselect the desired ones from the list.
Click on Save.
Submitting expense reports
As an expense owner, 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 approval or review.
If an expense is returned, you'll see it under the Submit tab and will be able to edit and re-submit it.
Approved expenses appear under the All tab.
You can still submit individual expenses.
Approving, declining, and returning expense reports to the employee
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.
Approvers can remove or return an expense report to the employee by clicking on Decline.
You can still individually approve, decline, or return an expense included in an expense report to the employee. Once all expenses are approved individually, you will be prompted to approve the full report.
Editing expense reports
As an expense owner, you can edit the description and the dates of your expense reports before you submit them or after the report has been returned to you for editing.
The Edit report option will be available for expense owners, reviewers, Payhawk accountants, and Payhawk administrators.
Go to Expenses and select the report.
Click on its three-dot menu and select Edit report.
In the dialog that opens, modify the desired details.
Select the checkbox to allow the related expenses to be updated correspondingly based on the latest expense report conditions.
Click on Save.
Deleting expense reports
As an expense owner, you can remove your expense report.
The Delete option will be available for expense owners, reviewers, Payhawk accountants, and Payhawk administrators.
Go to Expenses 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.
Downloading expense reports
While downloading expense reports is not currently supported out of the box, you can work around this issue and download an expense report based on its ID.
First, you need to export and download the export file:
In the Payhawk portal, go to Export.
Export your expenses for the desired period. The export file that was downloaded on your device will contain the Export report ID column.
Then, filter out the desired expense report based on its ID and download it:
Go to Expenses.
Filter by Expense report ID.
Click on Download.
Filtering and exporting expense reports
If the Expense Reports feature has been enabled for your account, you'll be able to:
Filter your expenses from the Expenses app based on the Expense report filter.
Include your expense reports in the custom export files under the EXPENSE options group of the Rows group, Line items, and Expense payment cell type data based on the Expense report ID option.