Skip to main content

Moving your company's recurring spend to Payhawk cards

Payhawk administrators, Finance, and Procurement teams can map recurring spend, move it to cards, and earn cashback per transaction.

Payhawk avatar
Written by Payhawk
Updated this week

By moving your recurring spend to employees’ Payhawk cards, you can boost spend through Payhawk, earn cashback, manage spend more effectively, and lower the cost of your Payhawk subscription.

Benefits

By switching your company's recurring spend to Payhawk cards, you can gain the following benefits.

Benefit

What does it mean for you

Cashback on every eligible payment

You can turn every recurring charge into cashback rewards that reduce your costs.

Single source of truth

All recurring charges live in one dashboard, so you always know when they renew.

Real-time control

You can pause, block, or lower limits instantly with advanced card controls.

Automated reconciliation

Each subscription is auto-categorised in Payhawk, which means no more chasing missing invoices.

Improved security

You can issue single-use or dedicated virtual cards instead of sharing one corporate card.

Before you start

  1. Make sure you have Administrator or Accounting rights in Payhawk.

  2. Agree internally on who will own subscription hygiene. Usually, this is the Procurement or Finance team.

Step 1: Map your existing recurring spend

Start by listing all your recurring spend, paid by bank transfer or cards from other providers. Think SaaS, ERPs, marketing, utilities, and more.

If you don’t directly manage these subscriptions:

  • Talk to Procurement – they usually track contracts across departments.

  • Check your vendor list (in your ERP or wherever you track suppliers) and see if any common vendors are there that you could move.

Step 2: Confirm the vendor accepts card payments

Look in the vendor’s billing portal for Credit / Debit Card as a payment option. The following table lists the most common vendors that accept card payments. You can also find a link to their billing portal on the right.

  • If you can’t find your vendor in the list, email them or check online.

  • This list isn’t exhaustive - your business may have other vendors whose payments are eligible for cashback. Still, it’s a great place to start.

Category

Vendor name

Card payment

Billing link

IaaS

AWS

Yes

IaaS

Microsoft Azure

Yes

IaaS

Google Cloud Platform

Yes

PaaS

Heroku

Yes

IaaS

DigitalOcean

Yes

IaaS

Scaleway

Yes

IaaS

OVHcloud

Yes

IaaS

Hetzner

Yes

SaaS

Atlassian (Jira, etc.)

Yes

SaaS

Slack

Yes

SaaS

Zoom

Yes

SaaS

Microsoft 365

Yes

SaaS

Google Workspace

Yes

SaaS

Dropbox

Yes

SaaS

Box

Yes

SaaS

GitHub

Yes

SaaS

GitLab

Yes

SaaS

Notion

Yes

SaaS

Figma

Yes

SaaS

Canva

Yes

SaaS

Asana

Yes

SaaS

Trello

Yes

SaaS

Miro

Yes

SaaS

ClickUp

Yes

SaaS

Monday.com

Yes

SaaS

HubSpot

Yes

SaaS

Salesforce

Yes

SaaS

Zoho Suite

Yes

ERP

SAP Business One

Yes (via partners)

ERP

Oracle NetSuite

Yes

ERP

Sage Business Cloud

Yes

ERP

Xero

Yes

ERP

QuickBooks Online

Yes

ERP

Exact Online

Yes

ERP

Odoo

Yes

Marketing

Meta Ads (Facebook)

Yes

Marketing

LinkedIn Ads

Yes

Marketing

TikTok Ads

Yes

Marketing

Mailchimp

Yes

Marketing

Brevo (Sendinblue)

Yes

Marketing

Mailjet

Yes

Marketing

ActiveCampaign

Yes

Marketing

GetResponse

Yes

Marketing

Klaviyo

Yes

Marketing

SEMrush

Yes

Marketing

Ahrefs

Yes

Marketing

Sistrix

Yes

Marketing

Ryte

Yes

Marketing

Seobility

Yes

Step 3: Configure spend limits and controls

While this step is optional, it is highly recommended.

  1. Select the desired card and go to Settings > General settings > Spending limit and Recurrence > Monthly.

  2. Set a monthly limit slightly above the subscription fee.

  3. Optionally, block unrelated Merchant Category Codes (MCC) or restrict the card to that specific vendor.

  4. Save.

For more information:

Step 4: Update the payment method with each vendor

  1. Log in to the vendor’s billing portal.

    You can use the table in Step 2 with the most common vendors that accept card payments. The link in the table takes you directly to the chosen vendor's billing portal.

  2. Replace the old card or bank details with the Payhawk card number, expiry, and CVC.

  3. Set the Payhawk card as primary.

  4. Note the next charge date.

Step 5: Track and optimise subscriptions in Payhawk

This step is optional.

  1. Open Subscriptions to see upcoming renewals, spikes in spend, and unused licences.

  2. Cancel, pause, or lower limits directly from the dashboard.

For more information:

In conclusion

That's it. Recurring business spend just got easier to manage. If you've completed the setup, you now earn cashback on every transaction while tracking and controlling spend in real time across teams and departments.

Useful resources

Did this answer your question?