Filtering expenses and payments

Sort and organize your company expenses by filtering them based on document details, expense category, payment amount, and more criteria.

Boris Angelov avatar
Written by Boris Angelov
Updated this week

You can now efficiently sort and organize your company expenses by applying the available expense filters and attributes, grouped in categories.

Filters allow you to group company expenses based on expense data like an expense category or supplier, or based on criteria such as who created the expense, is it reviewed or not, who approved it, and more.


  • The expense filters can be aggregated, thus allowing you to refine and customize the results, and to better understand the lifecycle of your expenses. For example, by applying the Approval status filter attributes, you can filter out expenses pending approval, returned, or not yet submitted, and remind the employees to proceed.

  • By using the expense filters and saving the filtered expense views, you can save time and effort, enabling your Finance team to track and work on their tasks smartly and transparently. For example, different accountants can track different expense categories.

  • You can do bulk expense operations on the filtered expenses. For example, you can filter out expenses not exceeding a specific amount, select them, and pay them in bulk. You can also download filtered-out expenses based on the required criteria.


  • Expense filters, such as Service period and Document number among others, become available only after you have enabled the respective expense fields from the Settings app.

  • If scheduled payments have been enabled for your company, you can apply the Due date expense filter to display expenses scheduled for payment. The purpose of the Due date filter is to help you initiate a payment run by filtering due or overdue expenses.

  • For better tracking and visibility, you can use different Export filters and combine them to sort your expenses and payments, for example, by the export status, the person who exported them, their export date, the ERP system to which they have been exported, their external expense and payment ID, and more.

Applying filters to expenses and payments

To sort your company expenses based on one or more specific criteria:

  1. Log in to the Payhawk web portal.

  2. Go to Expenses.

  3. Click on + Add filter.

  4. From the drop-down menu, select the attribute you want to filter your expenses by. For this example, choose Approval status.

  5. From the drop-down menu, select the filter criteria that will apply to the approval status of an expense.

    For example, select the Not submitted and Pending approval options.

    As a result, Not submitted will filter all expenses that haven't been submitted by employees. Pending approval will filter all expenses that have been submitted and are awaiting approval.

  6. Click on Done.

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