You can create and submit expense reports as an employee from the app, thereby becoming an expense owner.
For more information about the available options in the portal, see the article on creating expense reports in the Payhawk web portal.
Payhawk accountants and administrators can also create expense reports with new expenses on behalf of employees.
Creating and submitting expense reports
As an employee, you can create an expense report in the same way you create a new expense.
To create expense reports with new expenses:
In the Payhawk mobile app, go to Expenses.
Tap the + (plus) button.
Select the desired expense report type, for example, Trip. 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.
Automated submission of expense reports
Expense reports are automatically submitted after a grace period defined by your Payhawk administrator.
For example, if your Payhawk administrator has set the grace period to 1 day, the following rules apply:
For current or future periods, submission occurs one day after the period ends.
For past periods, submission occurs one day after the report is created.
The same logic applies to any grace period, and the timing will adjust automatically based on the grace period configured by your Payhawk administrator.
If any required details are missing and the report cannot be auto-submitted, an error message will appear indicating that the report is overdue.