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Approvals in Payhawk
Approving and declining expense requests
Approving and declining expense requests

Approve or reject requests sent by other employees for spending company money on new goods and services.

Boris Angelov avatar
Written by Boris Angelov
Updated over a week ago

Depending on the defined amount-based approval chain at your company, you may be included as an approver for expense requests submitted by your team members.

Notes on approving and declining expense requests

  • Based on the type of approval chain, after you approve an expense request, all relevant approvers along the approval chain of that expense type will be duly notified.

  • Once you've declined an expense request, the employee who submitted the request will be notified with a push notification on their phone and an email. They will also be able to view the reason for your rejecting the expense request.

  • Depending on the pre-defined approval workflows at your company, the approvers of split line-item expenses will simultaneously receive an expense request for the respective amount. In the expense request, approvers will be able to see the details about the other line items and approvers.

Notes on bank transfer payments and purchase orders

When approving a bank transfer payment for a supplier invoice linked to a purchase order, you may get a warning message for amount discrepancies based on the two- or three-way matching done by Payhawk and based on the pre-defined discrepancy rules at your company. The content of the message, therefore, may vary.

Accessing expense requests

  • You can access an expense request from your phone or computer from the email request notification you have received.

  • Alternatively, open the Payhawk mobile app on your phone or log in to the Payhawk web portal with your browser, and access the request from your Payhawk Inbox.

Approving expense requests on mobile

To approve an expense request from the Payhawk mobile app:

  1. Open the Payhawk mobile app.

  2. Tap Inbox.

  3. Under Pending, select the desired expense request by tapping it.

  4. Tap Approve.

Approving expense requests on the web

To approve an expense requests from the Payhawk web portal:

  1. Log in to the Payhawk web portal.

  2. Go to Inbox.

  3. Select the desired expense request by clicking on it.

  4. Click on Approve. As a result, the accountants will be able to process the expense on their part.

Declining expense requests on mobile

To decline an expense request from the Payhawk mobile app:

  1. Open the Payhawk mobile app.

  2. Go to Inbox.

  3. Select the desired expense request by tapping it.

  4. Tap Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the expense for the requester to update, or reject and delete the expense altogether.

    To return the expense request for the employee to update and re-submit:

    1. Tap the Return to employee option.

    2. Under Note, enter the reason for declining with the additional details the employee is required to provide.

    3. Click on the Return button to confirm.

    To reject and delete the expense request:

    1. Select the Reject and delete option.

    2. In the dialog that opens, under Note, enter the reason for your rejection.

    3. Check the checkbox for confirmation.

    4. Tap the Reject button to reject and delete the unpaid expense.

Declining expense requests on the web

To decline an expense request from the Payhawk web portal:

  1. Log in to the Payhawk web portal.

  2. Go to Inbox.

  3. Select the desired expense request by clicking on it.

  4. Click on Decline. As a result, the Decline this request screen opens. Now, you have to select whether to return the expense for the requester to update, or reject and delete the expense altogether.

    To return the expense request for the employee to update and re-submit:

    1. Click on the Return to employee option.

    2. Under Note, enter the reason for declining with the additional details the employee is required to provide.

    3. Click on the Return button to confirm.

    To reject and delete the expense request:

    1. Select the Reject option.

    2. Under Note, enter the reason for your decision.

    3. Check the checkbox for confirmation.

    4. Click on the Reject button to confirm.

  • When you reject a request for a card expense, this will not delete the expense but will display the reason for the accountant to see.

  • When you reject a request for other types of expenses, this action will altogether remove the expense unless it's been paid without an approval.

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