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Creating and submitting expenses in the portal
Creating and submitting expenses in the portal

How can I create expenses on my computer? How can I send the costs one by one or in a group to be approved and paid?

Updated over 2 weeks ago

Depending on the situation, you may need to create different expenses in the Payhawk web portal and submit expense requests to the relevant approvers as per the defined workflows at your company.

You will be able to submit expenses only if a Payhawk administrator has switched on the submit option as part of your company workflows. Otherwise, your expense will be automatically logged for review by the authorized people.

Uploading documents for new expenses

When creating an expense, you can upload expense documents in PDF, JPG, and PNG in the following ways:

  • By dragging and dropping.

  • By uploading from your file system.

  • By pasting from the clipboard.

Card expenses

Once you've paid with your corporate card, an expense is automatically created in Payhawk. To upload documents for card expenses:

  1. In the Payhawk web portal, go to the Expenses > Submit tab.

  2. Click on the expense you need.

  3. Upload the expense document.

  4. Payhawk's optical character recognition (OCR) functionality will automatically populate the expense data based on the document and the supplier. Review the automatically extracted information and fill out any other fields manually.

  5. Click on Submit.

Bills and reimbursements

To create a bill or reimbursement:

  1. In the Payhawk web portal, go to Expenses.

  2. Click on the + New button.

  3. On the screen that loads, select Bill or Reimbursement. For this example, click on Bill.

    Note that for reimbursements, the screen will display your current reimbursement details. If they are incorrect, edit them and click on the Save button.

  4. Upload the expense document. Click on the Add 1 expense button.

  5. The Payhawk optical character recognition (OCR) feature will automatically extract the supplier data. Enter the required details, if any.

  6. Click on Submit.

Mileage

To create a mileage expense:

  1. In the Payhawk web portal, go to Expenses.

  2. Click on the + New button.

  3. On the screen that loads, select Mileage.

  4. On the next screen, enter the details for your trip. Click on Add mileage.

  5. Click on Submit.

To submit recurring mileage expenses:

  1. Go to Expenses, click on the + New button, and select Mileage.

  2. Under Recent, select the expense you want to duplicate.

  3. Select the Add for multiple dates checkbox.

  4. On the next screen, select the desired dates for the recurrence and click on Add mileage.

  5. On the Expenses screen, select the expenses you want to submit.

  6. Click on Submit.

Per diem

To create a per diem expense:

  1. In the Payhawk web portal, go to Expenses.

  2. Click on the + New button.

  3. On the screen that loads, select Per Diem.

  4. On the next screen, enter the details for your trip and stay, and select the meals that have been included in the price (deductions). Click on Add 1 expense button.

  5. In the next dialog, upload the document.

  6. Click on Submit.

Submitting expenses in bulk

You can also submit multiple expenses at once:

  1. In the Payhawk web portal, go to the Expenses > Submit tab.

  2. Select the checkboxes against the expenses you want to submit.

  3. As a result, the dialog that loads next to the expense list shows a summary of all selected expenses.

  4. Click on Submit.

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