Hi!
Let's get you started managing your expenses. There are four types of expenses that you can upload via the app:
- Expenses you paid with your Payhawk card (physical or virtual)
- Expenses that are due or paid through a bank transfer
- Expenses you paid with company funds (cash or card)
- Expenses you paid with your private funds. For this type of expenses, you want to be reimbursed.
The article below explains in detail the upload process for the different types of expenses. If you have questions we are here for you! Just ping us via the website.
You don't have the app? No worries you can download it here!
Expense paid with Payhawk card (virtual or physical)
- Once there is a payment you will receive a notification on your mobile phone to submit the receipt
- Open the Payhawk mobile app
- Click on the expense
- Your mobile camera will open
- Take a picture of the receipt. You can also add an image from your gallery (in the case that you received the invoice over mail)
- Payhawk automatically recognises the edge of the document. You can edit the cropping area by moving the edges or the whole crop frame. Confirm the crop area
- Include the expense note
- Enter an expense category. If you or one of your colleagues have bought from this supplier in the past, Payhawk will suggest you the right category
Expense due or paid through a bank transfer
You can upload any expense you need to pay or have already paied through a bank transfer. Follow these simple steps:
- Open the Payhawk mobile app
- Click on the Plus icon under your profile image
- Select Bank transfer
- Your phone camera will open
- Take a picture of the invoice or receipt
- Edit and confirm the crop area
- Enter: supplier, currency, amount, date
- Add a note of the expense (ex. dinner with client)
- Select expense category
- Select a project/trip or cost center (custom labels)
- Click on the green Check button to finalize the expense
Expense paid with company funds - cash or card (other than Payhawk)
You can upload any expense you have paid in cash or card using company funds, just follow these simple steps:
- Open the Payhawk mobile app
- Click on the Plus icon under your profile image
- Select Company funds
- Your phone camera will open
- Take a picture of the receipt
- Edit and confirm the crop area
- Enter: supplier, currency, amount, date
- Add a note of the expense (ex. dinner with client)
- Select expense category
- Select a project/trip or cost center (custom labels)
- Click on the green Check button to finalize the expense
Expense paid with personal funds
You can upload any expense you have paid with personal funds. Payhawk shows your accounting team that it should be reimbursed. Please, follow these simple steps:
- Open the Payhawk mobile app
- Click on the Plus icon under your profile image
- Select Personal funds
- Your phone camera will open
- Take a picture of the receipt
- Edit and confirm the crop area
- Enter and confirm: supplier, currency, amount,date
- Add a note of the expense (ex. dinner with client)
- Select expense category
- Select a project/trip or cost center (custom labels)
- Click on the green Check button to finalize the expense
More questions? Feel free to ping us on Intercom. 💳