With the Fall'25 Edition, the new Payhawk roles of IT Admin, Senior AP Specialist, and Auditor were introduced. These roles update the way visibility settings for expense and request fields and types, as well as expense reports, are interpreted in the new environment. All existing settings you’ve configured will be preserved and automatically adapted to apply the new role functions.
Visibility and permission control settings
Previously, the available visibility and permission control options (who can view and/or edit the values of a field or who can create expenses of a certain type) included:
Everyone - Granted visibility and/or permission to all employees, including those with the Payhawk Employee role.
Accountants and Administrators - Granted visibility and/or permission only to users with the Payhawk Accountant or Payhawk Administrator roles.
No one - No employees were granted visibility or permission.
Now, depending on the combination of the visibility settings, each is interpreted in a specific way.
Everyone, Accountants and Administrators, No one
The Everyone, Accountants and Administrators, and No One options were available for expense fields such as Category and Note.
Previously defined visibility or permission | Current interpretation |
Everyone | If visibility or permission was previously set to Everyone, the Employee, Accountant, Administrator, Senior АP Specialist, Auditor, and IT Administrator roles will now be pre-selected in the field. You can deselect any of them and add any other available roles from the drop-down role selector. |
Accountants and Administrators | If visibility or permission was previously set to Accountants and Administrators, the Accountant, Administrator, Senior AP Specialist, and Auditor roles will be pre-selected. You can deselect any of them and add any other available roles from the drop-down role selector. |
No one/None | If visibility or permission was previously set to No one or None, the Accountant and Administrator roles will be pre-selected. You can add any other available roles from the drop-down role selector.
To achieve the same effect as selecting No one, use the toggle under Visibility to turn the field off. |
Everyone, Accountants and Administrators
The Everyone and Accountants and Administrators options were available for expense fields such as Due date.
Previously defined visibility or permission | Current interpretation |
Everyone | If visibility or permission was previously set to Everyone, the Employee, Accountant, Administrator, Senior АP Specialist, Auditor, and IT Administrator roles will now be pre-selected in the field. You won’t be able to deselect the Accountant and Administrator roles, but you can deselect the Employee role and add any other available role from the drop-down role selector. |
Accountants and Administrators | If visibility or permission was previously set to Accountants and Administrators, the Accountant, Administrator, Senior AP Specialist, and Auditor roles will be pre-selected in the field. These roles cannot be deselected, but you can add any other available role from the drop-down role selector. |
Accountants and Administrators, No one
The Accountants and Administrators and No one options were available for expense fields such as Tax rate.
Previously defined visibility or permission | Current interpretation |
Accountants and Administrators | If visibility or permission was previously set to Accountants and Administrators, the Accountant, Administrator, Senior AP Specialist, and Auditor roles will be pre-selected in the field. All other roles, except Employee, will be available for selection from the drop-down role selector. |
No one/None | If visibility or permission was previously set to No one or None, the Accountant and Administrator roles will be pre-selected. You can add any other available roles from the drop-down role selector.
To achieve the same effect as selecting No one, use the toggle under Visibility to turn the field off. |
Disabling field visibility for all roles
Previously, to hide a field from all users, you had to select No one or None from the Visibility dropdown menu.
Now, to achieve the same result, you need to disable the Show field in expenses and requests toggle. This will effectively hide the field from all roles, ensuring it does not appear in either expenses or requests.
Required for submission and Required for review behavior
The logic for Required for submission and Required for review has been updated to reflect improved role-based control.
These options are now always available and apply only to the roles selected in the Visibility or permission field. They no longer depend on the Everyone visibility options, as was the case previously.