Payhawk

Depending on the circumstances, you may need to create different company 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 <a href="https://help.payhawk.com/en/collections/2921385-workflows">company workflows</a>.

When creating expenses, 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.

Once you've paid with your corporate card, an expense is automatically created. To upload expense documents for the automatically created <a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees#h_529459ef79">card expense</a> in the Payhawk web portal:

In the Payhawk web portal, go to the Expenses &gt; Submit tab.

<a href="#h_c8205781f5">Upload the expense document</a>.

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

1. In the Payhawk web portal, go to the Expenses &gt; Submit tab. 
2. Click on the expense you need. 
3. <a href="#h_c8205781f5">Upload the expense document</a>.
4. Payhawk's optical character recognition (OCR) functionality will automatically populate 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.

Bank transfer, company cash, and reimbursement expenses

To create a <a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees#h_529459ef79">bank transfer, company cash, or reimbursement expense</a> in the Payhawk web portal:

In the Payhawk web portal, go to Expenses.

On the screen that loads, select Bank transfer, Company cash, or Reimbursement. For this example, click on Bank transfer.

Note that for reimbursements, the screen will display <a href="https://help.payhawk.com/en/articles/5748365-adding-and-editing-your-bank-details-for-reimbursement">your current reimbursement details</a>. If they are incorrect, edit them and click on the Save button.

<a href="#h_c8205781f5">Upload the expense document</a>. Click on the Add 1 expense button.

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

1. In the Payhawk web portal, go to Expenses. 
2. Click on the + New button. 
3. On the screen that loads, select Bank transfer, Company cash, or Reimbursement. For this example, click on Bank transfer.
 Note that for reimbursements, the screen will display <a href="https://help.payhawk.com/en/articles/5748365-adding-and-editing-your-bank-details-for-reimbursement">your current reimbursement details</a>. If they are incorrect, edit them and click on the Save button. 
4. <a href="#h_c8205781f5">Upload the expense document</a>. Click on the Add 1 expense button.
5. The Payhawk optical character recognition (OCR) feature will automatically extract the supplier data. Enter the required expense details, if any. 
6. Click on Submit.

To create a <a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees#h_529459ef79">mileage expense</a> in the Payhawk web portal:

On the screen that loads, select Mileage.

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

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 create a <a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees#h_529459ef79">per diem expense</a> in the Payhawk web portal:

On the screen that loads, select Per Diem.

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.

In the next dialog, upload the expense document.

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 expense document.
6. Click on Submit.

You can also submit multiple expenses at once: 

In the Payhawk web portal, go to the Expenses &gt; Submit tab.

Select the checkboxes against the expenses you want to submit.

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

1. In the Payhawk web portal, go to the Expenses &gt; 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.

<a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees">Overview of expenses for employees</a>

<a href="https://help.payhawk.com/en/articles/4197654-uploading-expense-documents-and-using-the-camera">Uploading expense documents and using the camera</a>

<a href="https://help.payhawk.com/en/articles/3854256-creating-and-submitting-expenses-on-mobile">Creating and submitting expenses with Payhawk on mobile</a>

<a href="https://help.payhawk.com/en/articles/3379773-editing-and-deleting-expenses">Editing and deleting expenses on mobile and in the browser</a>

<a href="https://help.payhawk.com/en/articles/6921905-overview-of-the-receipts-mailbox">Submitting paid and unpaid expense documents through the Receipts Mailbox</a>

- <a href="https://help.payhawk.com/en/articles/3372055-overview-of-expenses-for-employees">Overview of expenses for employees</a>
- <a href="https://help.payhawk.com/en/articles/4197654-uploading-expense-documents-and-using-the-camera">Uploading expense documents and using the camera</a>
- <a href="https://help.payhawk.com/en/articles/3854256-creating-and-submitting-expenses-on-mobile">Creating and submitting expenses with Payhawk on mobile</a>
- <a href="https://help.payhawk.com/en/articles/3379773-editing-and-deleting-expenses">Editing and deleting expenses on mobile and in the browser</a>
- <a href="https://help.payhawk.com/en/articles/6921905-overview-of-the-receipts-mailbox">Submitting paid and unpaid expense documents through the Receipts Mailbox</a>

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?

Uploading expense documents

Card expenses

Bank transfer, company cash, and reimbursement expenses

Mileage expenses

Per diem expenses

Submitting expenses in bulk

Useful resources