If expense reports are enabled for your company, you can create and submit them as an employee from the portal, thereby becoming an expense owner.
For more information about the available options on mobile, see the article on creating expense reports in the Payhawk mobile app.
Creating expense reports in the same way as expenses
If expense reports have been enabled for your company, employees can create an expense report in the same way they create a new expense.
Payhawk accountants and administrators can also create expense reports with new expenses on behalf of employees in the following way:
In the Payhawk web portal, go to Expenses.
Click on New.
Select Trip report, fill in the report description, its start and end dates, and any other required fields.
If the dates overlap with another report or refer to a past period, the system will display an error.
Click on Create report. As a result, the report can be viewed under the Expenses > Submit tab.
Creating expense reports from selected expenses
If expense reports have been enabled for your company, employees can create an expense report when selecting the expenses that have to be included in it.
Payhawk accountants and administrators can also create expense reports from selected expenses on behalf of employees in the following way:
In the Payhawk web portal, 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.
Submitting expense reports
If expense reports have been enabled for your company, employees can submit expenses for, for example, a trip or project within a defined period.
Expense owners can still submit the included expenses individually, but the expenses included in the report will be sent for approval only after the whole expense report is submitted.
If you have submitted an expense that is part of an expense report, which has not been submitted yet, Payhawk will display a Waiting for report submission label.
To 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 there are any issues, such as missing required fields in some expenses, Payhawk will display an error message, and the affected expenses will be marked with an indicator dot.
If an expense is returned to you, you'll see it under the Submit tab and will be able to edit and resubmit it.
Approved expenses appear under the All tab.