Payhawk provides an efficient approach for closing both one, or two or more months and archiving the respective company expenses.
This expense-archiving capability is of great significance especially for businesses based in Spain and Germany because the functionality follows the Spanish state tax regulations as well as the German Directive on Electronic Bookkeeping and Accounting (GoBD) directive, and enables you to seamlessly do paperless accounting.
Notes on archiving expenses in Payhawk
You can close and archive all expenses for a given month, but you cannot archive a single expense.
After closing and archiving a period, you can access, see, and export each archived expense, but you cannot change or delete archived expenses.
You can close an accounting period only if all expenses for that period have been reviewed. If you have open expenses that haven't been marked as reviewed, click on the number in the Not reviewed column and proceed with their review.
Payhawk archives all expenses with a service period date for the selected period. If the service period date has not been configured as required, Payhawk will use the document date.
Closing and archiving a single month
To close a single month and archive your expenses for a specific month:
Log in to the Payhawk web portal.
Go to Dashboard > Archive.
Hover over the month you want to close and after the checkbox appears, check it.
In the dialog that appears, check the checkbox for the confirmation option.
Click on the Archive 1 month button.
Closing and archiving two or more months
To close two or more months at once and archive your expenses for these periods:
Log in to the Payhawk web portal.
Go to Dashboard > Archive.
Hover over the months you want to close and after the checkboxes appear, check them.
In the dialog that appears, check the checkbox for the confirmation option.
Click on the Archive [number] months button.
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