Hi,

Reimbursing employees' expenses via bank transfer is a pain. We know. On one side you have the expense data. 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, you can reimburse employees' expenses directly from Payhawk.

Please be aware of some restrictions:

  • This feature only works with SEPA payments. This means that the employee account needs to be in EUR.
  • You can transfer a single bank transfer at a time.
  • The reimbursement amount must be at least 5 EUR.
  • 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 your Expenses tab
  • Select the expense you want to reimburse
  • Check and make sure 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 and amount
  • The employee's IBAN and SWIFT/BIC need to be entered manually the first time this specific employee is reimbursed
  • Select the card you want to pay with for this expense
  • Confirm the payment
  • You will receive an SMS with a confirmation code. Please enter and confirm the code
  • The expense automatically changes its status to Paid. Payhawk saves the payment information (IBAN, Reference, Date and Payment source) and provides it for you 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 and calculates the total amount
  • The employee's IBAN and SWIFT/BIC need to be entered manually the first time this specific employee is reimbursed
  • Select the card you want to pay with for this expense
  • Confirm the payment
  • You will receive an SMS with a confirmation code. Please enter and confirm the code
  • The expense automatically changes its status to Paid. Payhawk saves the payment information (IBAN, Reference, Date and Payment source) and provides it for you 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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