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 mobile app. For more information about the available options in the portal, see the article about creating expense reports in the Payhawk web portal.
Creating expense reports
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 mobile app, go to Expenses.
Tap the + (plus) button.
Select Trip report, fill in the report description, and its start and end dates.
If the dates overlap with another report or refer to a past period, the system will display an error.
Tap Create report. As a result, the system will suggest expenses that match the period you've entered. Select the ones you want to add to your report.
If there are no expenses that match the selected period, tap either of the options:
Add existing expenses - on the next screen, select the expenses you want to add to your report.
Add new expense - On the next screen:
Select an expense type for your expense.
Upload the receipt and confirm by tapping ✔.
Enter the amount and tap Continue. As a result, Payhawk will pre-fill the available data of the export report.
If no changes are needed, tap Submit.
If you want to edit the data, modify it and tap Save. As a result, the expense will be added to your report.
When done, tap Submit report.
Alternatively, at this step, you can also add a new expense to your report by tapping Add new expense.
Adding new expenses to existing expense reports
Expenses can be added only to unsubmitted expense reports.
You can add new expenses to an existing report in the following way:
In the Payhawk mobile app, go to Expenses.
Payhawk will display a prompt for you to submit any pending expense reports:
Tap View.
On the next screen, tap Add new expense.
Alternatively, tap the + (plus) button.
On the next screen, select an expense type for your expense.
Upload the receipt and confirm by tapping ✔.
Enter the amount and tap Continue. As a result, Payhawk will pre-fill the available data of the export report.
If no changes are needed, tap Submit.
If you want to edit the data, modify it and tap Save. As a result, the expense will be added to your report.
When done, tap Submit report.
Viewing unsubmitted export reports
If you as an expense owner haven't submitted your expense reports, Payhawk will display a prompt to notify you. To open the report, tap View.
If you have two or more unsubmitted reports, choose the desired one on the screen that loads.
Editing the report details
As an expense owner, you can edit the details of your expense reports that have not yet been submitted:
In the Payhawk mobile app, select the report.
Tap its three-dot menu and select Manage expenses.
In the dialog that opens, modify the data.
Tap Save.
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.
In the Payhawk mobile app, select the report.
Tap 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.
Tap Save.
Removing expense reports
As an expense owner, you can remove your existing report before it has been submitted:
In the Payhawk mobile app, select the report.
Tap its three-dot menu and select Delete report.
In the dialog that opens, tap Delete to confirm.