If expense reports are enabled for your company, you, as an employee, can create expense reports and also manage the included expenses by adding or removing them if needed.
This article refers to the supported options in the Payahwk web portal. For more information about the available options on mobile, see the article about 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.
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 do this either before you submit the report or after it's been returned to you for editing.
Payhawk accountants and administrators can also create expenses and add them to a report on behalf of employees in the following way:
In the Payhawk web portal, 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.
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 do this either before you submit the report or after it's been returned to you for editing.
Payhawk accountants and administrators will also have access to the Manage expenses option of employees' expense reports and can manage the expenses in the following way:
In the Payhawk web portal, 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.
Removing expense reports
As an expense owner, you can remove your existing report before it has been submitted:
In the Payhawk web portal, select the report.
Click on its three-dot menu and select Delete.
In the dialog that opens, click on Delete to confirm.