You can directly forward a document for paid or unpaid expenses, which you have received over the email, to the paid@payhawk.me or unpaid@payhawk.me Receipts Mailbox email addresses.
For finding answers to some frequently asked questions, see the FAQ on the Payhawk Receipts Mailbox.
Benefits
Save time and effort by fast-forwarding the process for expense approval over a couple of clicks.
Avoid the weary and burdensome manual download of payment documents and their upload to your personal Payhawk account, attaching them to the expense that's been made.
Specifics
For security reasons, the Receipts Mailbox accepts emails that are sent from Payhawk users' email addresses only. Therefore, make sure that you forward the email with the payment document from the email address you used to create your Payhawk personal account.
The Receipts Mailbox can process up to 10 images or PDF documents sent as email attachments.
If there are no attachments, Payhawk will automatically parse the email body and create a document for you - for example, for your Uber receipts.
Location of the Receipts Mailbox
To find and copy the Receipts Mailbox email addresses on the Payhawk web portal, hover over your personal profile avatar and select Receipts Mailbox.
To find and copy the Receipts Mailbox email addresses on the Payhawk mobile app, click on your personal profile avatar and select Receipts Mailbox.
Sending payment documents for paid expenses
To submit an already paid invoice to an existing card expense, forward the received invoice to paid@payhawk.me. Payhawk will automatically match the document with the existing expense. You will only need to submit the expense.
Sending payment documents for unpaid expenses
To submit an expense document for a due amount, forward the received invoice to unpaid@payhawk.me. Based on the sender's email address, Payhawk will recognize the entity and the employee and will create a new bank transfer expense in the system. The data extraction algorithm with built-in OCR will automatically extract and fill in the expense data. Once reviewed, the expense will be due for payment by the authorized people at your company.
Verifying the successful processing of payment documents
For each expense document you send over to the Receipts Mailbox, Payhawk will automatically send you back a verification email in the same thread so that you have context and information about the submission status of the document.
If you don't receive the notifications in the thread, verify that the conversation mode for your email client is enabled. For more information, see the Gmail or Outlook 365 configuration guides.
If the expense document has been successfully matched to a paid expense, Payhawk will send you a success confirmation email in the thread. To view the expense details, click on the View the expense link in the email. You'll also have a notification in your Payhawk account Inbox under the All tab.
If the expense document has successfully created a new bank transfer expense, Payhawk will send you a success confirmation email in the thread. To view the expense details, click on the View the expense link in the email. You'll also have a notification in your Payhawk account Inbox under the All tab.
If the expense document has not been successfully matched to a paid expense or, in the case of multi-entity management, the entity is not recognized, Payhawk will send you an email in the thread. Click on the Go to your Inbox link inside to go to the Pending tab of your Payhawk account Inbox and attach the expense document.
If for some reason Payhawk cannot process the expense document, you'll receive a system message with an explanation whose template will vary depending on the email client you are using.
Possible reasons for failed processing are unsuccessful security checks of the sender's email or exceeding the allowed number of 10 attached expense documents. You need to contact your Payhawk administrators, or address the issue and resend the expense document.
In the rare cases in which Payhawk or an employee has matched the document to the wrong expense or entity, you can move the expense by switching to the Expenses app and using the Move to another expense functionality.
Viewing the history of Mailbox requests
To make sure your sent payment documents are all successfully handled, filter your Inbox emails based on the Mailbox requests attribute.
