The Expense Reports feature is currently in its Open Beta phase. Here's a preview of the upcoming roadmap implementations planned to roll out soon.
Adding and configuring expense report types in the portal
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.
Creating and submitting expense reports in the app
In the Payhawk mobile app, go to Expenses and click on + (Plus).
Select the report type and enter the details.
If the dates overlap with another report or refer to a past period, the system will display a warning.
Click on Create report:
As a result, expenses matching the defined period appear as suggestions.
If no expenses are suggested, click on Add existing expenses and proceed.
Click Submit report to send for approval. As a result, all included expenses will be submitted for approvers to process.
Adding new expenses to existing expense reports in the app
Expenses can be added only to unsubmitted expense reports.
To add a new expense to an existing report:
In the Payhawk mobile app, go to Expenses and click on + (Plus).
Select an expense type and upload the receipt.
In the Expense report field, select the report.
Click on Submit.
Click on Submit report.
Adding new expenses to existing expense reports from the report screen in the app
To add a new expense to an existing expense report from the expense report itself:
Go to Expenses.
If a report is unsubmitted, click on View.
Click on Add new expense, select an expense type, and upload the receipt.
Click on Continue > Submit > Submit report.
Managing expense reports
In the Payhawk mobile app and web portal, users can select the desired report, click on its three-dot menu, and perform the following actions:
Employees and approvers can return an expense report that's not reviewed yet by selecting the Return for editing option. In the dialog that opens, select Return to confirm your choice.
Payhawk accountants and administrators can add or remove an expense report that's not reviewed yet by selecting the Delete report option. In the dialog that opens, select Delete to confirm your choice.
Approving, declining, and returning expense reports in the app
To approve an expense report from the Payhawk mobile app:
Go to your Inbox.
Select the desired expense report and click on Approve.
You can still approve expenses separately and decline or return an expense to the employee if needed. Once all expenses have been approved individually, you will be prompted to confirm the approval of the whole report.
Reviewing expense reports in the portal
To review an expense report in the Payhawk web portal:
Go to Expenses > Review.
Select the report and click on Review.
You can still review expenses separately and decline or return an expense to the employee if needed. Once all expenses have been reviewed individually, you will be prompted to confirm the review of the whole report.
Paying expense reports in the portal
Once reviewed, an expense report moves to Expenses > Pay.
In Confirm details, select the report and click on Confirm.
In Authorise, click on Authorise. You'll receive a push notification from the Payhawk mobile app to authorize the payment.
Confirm the payment in the app to execute.