Hi,

Reimbursing employees' expenses via bank transfer is a pain. We know. On one side you have the expense data and on the other side your online banking. You need to copy-paste IBANs, reference numbers, and other details. Thе process is error-prone and inefficient.

As you know our mission is to help you save time on mundane tasks. Now, our Germany-based clients can reimburse employees' expenses directly from Payhawk.

To use this feature, FIRST, you need to link your standard bank account to Payhawk. Here we explain in detail how to do this.

Please be aware of some restrictions:

  • This feature only works with SEPA payments. This means that the currency of the invoice needs to be EUR and that the receiving bank account must be in EUR.
  • You can only transfer a single payment at a time.
  • You can reimburse employee expenses that are not in EUR. Payhawk calculates its value in EUR. The exchange rate is based on the ECB exchange rate for the day of the document date.

Reimbursing a single expense to an employee

Follow the steps below to pay a single expense to your employee:

  • Log into your Payhawk account & go to the Expenses tab
  • Select the reimbursable expense you want to pay
  • Check that all expense information is correct
  • Mark the expense as reviewed
  • Click on the Pay button
  • Payhawk extracts and pre-fills all the needed information: Employee name, Payment reference, and amount.
  • The employee's IBAN and SWIFT/BIC need to be entered manually the first time this specific employee is reimbursed
  • Select the bank account you want to use for this reimbursement
  • Confirm the payment
  • You will be redirected to a secure connection to Finleap. Payhawk does not have access to your bank data and credentials, as long as you are working in the Finleap overlay. Finleap has all the needed data for the bank transfer
  • Click on the Weiter button
  • Finleap will lead you to your bank's Strong Customer Authentication (SCA) process
  • The transaction is now done and you can close the overlay
  • In the Payhawk platform, you will see that the expense automatically changes its status to Paid. Payhawk saves the payment information (IBAN, Reference, Date and Payment source) and provides it in your export file
  • Your employee receives a notification that you have reimbursed them

Reimbursing multiple expenses to an employee

  • Log into your Payhawk account & go to the Expenses tab
  • Select multiple reimbursable expenses you want to pay to the same employee
  • Check that all expense information is correct
  • Mark the expenses as reviewed
  • Click on the Pay button
  • Payhawk extracts and pre-fills all the needed information: Employee name, Payment reference and amount.
  • The employee's IBAN and SWIFT/BIC need to be entered manually the first time this specific employee is reimbursed
  • Select the bank account you want to use for this reimbursement
  • Confirm the payment
  • You will be redirected to a secure connection to Finleap. Payhawk does not have access to your bank data and credentials, as long as you are working in the Finleap overlay. Finleap has all the needed data for the bank transfer
  • Click on the Weiter button
  • Finleap will lead you to your bank's Strong Customer Authentication (SCA) process
  • The transaction is now done and you can close the overlay
  • In the Payhawk platform, you will see that the expense automatically changes its status to Paid. Payhawk saves the payment information (IBAN, Reference, Date and Payment source) and provides it in your export file
  • Your employee receives a notification that you have reimbursed them

If you need help, chat with us, we are always there for you.

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