Welcome to Payhawk 🚀!

Who is this guide for?

  • A company Administrator issuing and closing cards, inviting employees and managing billing.

We are super excited to have you onboard! We know the application process is not fun but now we are ready to make your life easier managing your business expenses. Our Customer Success Team is available to guide you through the entire process, plus you can also find us in our live chat - 24/7 proactive support. If you need to check some of the most common questions here is our Help Center.

Please see below a quick start guide to use our web platform and our mobile app:

Step 1 - Register to Payhawk

Step 2 - Load funds into your Payhawk wallet

Step 3 - Invite your team members

Step 4 - Manage your teams

Step 5 - Issue cards for your employees

Step 6 - Use your Payhawk card

Step 7 - Manage expenses

Step 8 - Synchronize your Payhawk account with your accounting software

Step 9 - Automate data entry with our pre-accounting feature

Step 10 - Set your approval workflows

Step 11 - Set your expenses categories and custom fields

Step 12 - Close the month and archive your expenses

Let's get started with your Payhawk experience!


Step 1 - Register to Payhawk


This guide will cover how to register your Payhawk account on the web application.

Please follow these simple steps:

  • Look for Payhawk's invitation to register in your Inbox. Please remember that the email will come from a Payhawk account, not your administrator's account.

  • If you don't find it in your Inbox, please look into your promotions and junk folders (I know, we are working on fixing this!)

  • Click on Register

  • Create a password for your account. Please remember it has to be at least 8 characters long with at least one special symbol (such as !@#$%^&*) and with at least one number

  • Provide a mobile telephone number including the country code (+country code)

  • You will receive an SMS on the phone provided

  • You are set to go!

You don't have the mobile app? No worries, you can download it here:

Follow these simple steps to activate your account:

  • Login to the mobile app with your work email

  • If you have cards assigned to you, you will need to create a four-digit security code

  • The security code is to protect the usage of your cards, virtual and physical. Please do not share with anyone

  • You can always easily change the security code under your profile page, click on change security code


Step 2 - Load funds into your Payhawk wallet


Loading money into your Payhawk is as easy as a bank transfer.

For VISA accounts, please follow the steps below:

  • Log into your Payhawk account

  • Go to Funds on the on the right-hand side menu

  • Click on the button Add Funds Now

  • Input the information of your account and include it on your bank wire

  • and voila, in no time you will have your funds in your wallet

How long does it take to have the funds in the account?

For EUR transfers if Instant Sepa is enabled in your bank account then in less than 20 min your funds will appear in your Payhawk account! 🚀

For GBP transfers if you Faster Payments is enabled in your bank account then in less than 1 h your funds will appear in your Payhawk account! 🤘

For Mastercard accounts, please follow the steps below:

Payment reference data

  • Log into your Payhawk account

  • Go to Funds on the on the right-hand side menu

  • Click on the + button – add currency - on the top left menu

  • Input the information for the bank transfer: beneficiary, IBAN, BIC/SWIFT and Name of Bank

Important:

Please always add the "Loading number" as a payment reference. We need this number in order to match the funds to your account.

How long does it take to have the funds in the account?

Your funds will show in your Payhawk wallet in 2 business days.

Best practice

The optimization of your process and time starts with us. You don't need to sign in to the product every day to just keep an eye on the funds' balance. You can set a funds' threshold. When your balance falls under this amount, we automatically inform your account admins by email.


Step 3 - Invite your team members


Payhawk helps you and your team save time so you can really focus on the important things. However, first, you have to invite them! See below the steps you need to follow:

Invite colleagues

Roles

There are three distinct role types within the Payhawk app. Depending on your team's needs you can assign them different roles:

  1. Employee: has a card. They can upload and categorize expenses.

  2. Accountant: same rights as the employee plus they can manage expenses, export expense data, and see & edit the extracted data (this is only an option for customers on the Enterprise plan).

  3. Administrator: same rights as the accountant, plus they can issue and close cards, change card limits, allow cash withdrawal, invite employees and manage Payhawk billing.

After the invitation

Once you send the invitations to your team members, you will see their status as "Pending" . Also, the "User name" is not filled in yet. This means that the employee needs to create an account on Payhаwk.

What does the invited employee see?

The team member you invited receives an email. Clicking on the "Start using Payhawk" button will lead them to create a Payhawk account.


Step 4 - Manage your teams


In this guide, you will learn how to use our new Teams feature to create teams according to your company structure. Before setting up your team structure, you will need to customize it to suit the needs of your company.

The bigger your organization gets, the greater the need for a structure that supports its workflows. That's why we designed Teams to reflect your company structure, whatever it might be.

You can easily create your first team in Payhawk by going to the Employees Menu and selecting the Teams Tab.

Once you click on 'Create first team', you can choose a name (for example, Marketing), an external ID (for exporting purposes), and select a parent team if your company structure is more than one level hierarchy.

And voila! Create as many teams according to the structure of your company.

Now that you have created your team structure, you can move on with assigning team members and managers to each team.


Step 5 - Issue cards for your employees


Now that your account has been approved you are ready to issue cards for you and your team! You can issue a physical card or a virtual one.

Important! Please remember that in order to be able to issue a card, you must have already deposited funds into your account.

Issue physical cards

The cool thing about physical cards is that you can take them with you. Hence, when you are on your business travels or having a business lunch, this is the card type that you'll need.

As an administrator, you can issue a physical card by following these steps:

  • Log into your Payhawk account

  • Go to Cards on the right-hand side menu

  • Click on the + button (issue card) on the top left menu

  • Select issue Physical card on the right-hand side

  • Select the employee assigned to the card

  • (optional) Set a name of the card so it would be easily recognizable. You can also do this later. You can find more about the cards' names here.

  • Set limits on the card. You can set stand-alone limits valid only for this card or assign the card to an existing company policy used on many cards.

  • Choose delivery address. If you are about to issue a physical card in EUR or GBP, you can choose whether the cards to be delivered to your company address or you can fill in another delivery address (address, city, postal code and country) for the particular card.

  • Confirm by pressing Issue card.

Physical cards arrive in less than 5 business days from issuing.

Important! Please remember that each physical card is associated with individual employees. Each cardholder must activate their own physical card within the Payhawk mobile app.

Issue virtual cards for online transactions

Virtual cards have the same qualities as physical ones. The only difference is that you don't have the plastic card and you don’t have ATM withdrawal access. Our customers use virtual cards for online payments like online marketing spend (GoogleAds, Facebook, etc.), online software subscriptions, flight tickets, hotels, etc. Plus you can easily add your card to Google Pay or Apple Pay directly from the Payhawk mobile app with just a few clicks.

As an administrator, you can issue a virtual card by following these steps:

  • Log into your Payhawk account

  • Go to Cards on the right-hand side menu

  • Click on the + button (issue card) on the top left menu

  • Select issue Virtual card on the right-hand side

  • Select the employee assigned to the card

  • (optional) Set a name of the card so it would be easily recognizable. You can also do this later. You can find more about the cards' names here.

  • Set limits on the card. You can set stand-alone limits valid only for this card or assign the card to an existing company policy used on many cards.

  • Confirm by pressing Issue card

Remember! Virtual cards are automatically activated. Your team can start using them directly after you issue them.

Stand-alone limits

Stand-alone limits are meant to allow you the flexibility to give cards individual monthly limits. Such cards are ideal for recurring payments that are easy to estimate and do not require complex approvals. For example, purchasing office expenses or paying subscriptions.

Company policy (Do you know what company policies are?).

This feature is ideal for organizations that want to group their cardholders in different categories based on their spending behavior. For example, you can define a high-level management policy that can have a high spending limit. Whenever you choose a card to belong to this policy, the limits are automatically enforced.


Step 6 - Use your Payhawk card


Let's start spending with your Payhawk cards! The guide below is about how to pay with virtual and physical cards.

Payments with your virtual card

For online transactions you can use the Payhawk virtual card as soon as you have funds in your Payhawk account and the administrator issues a virtual card under your name. Virtual cards are delivered instantly to the cardholder's mobile phone.

Your virtual card is automatically activated once it's issued. It is perfect to pay for all online expenses. Nobody needs clunky plastic for that!

To access your virtual card data go to the Payhawk mobile app and access it on the card button on the bottom right-hand side.

Payments with your physical card

In order to process payments with your physical card you first need to activate your card. Now you can use your new card for company related in-store purchases and for your travels all around the world! In order to activate your physical card you must have the Payhawk mobile app.

Once you have activated your physical card on the mobile app follow these simple steps for payments:

  • For contactless transactions above 25 Euros with a POS terminal you will need the four-digit PIN number

  • To access this PIN go to View Pin in the card page of the Payhawk mobile app

  • The PIN will appear on the screen for 5 seconds

  • This PIN number can be modified free of charge at any ATM

Important!

Please remember that physical cards are ordered separately for the employees through Payhawk's web app by the administrator. Each physical card is associated with individual employees. Each cardholder must activate their own physical card with the Payhawk mobile app. Also, you can easily add your card to Google Pay or Apple Pay directly from the Payhawk mobile app with just a few clicks.


Step 7 - Manage expenses


Ready to rock those expenses? Here you will find all the information regarding Payhawk expenses.

When you create an expense in Payhawk you can select between 3 types depending on the source of funding:

  • Bank transfer: Due or paid bill, from Payhawk or an external bank

  • Company cash: Expenses paid with company cash

  • Reimbursement: Expenses paid with personal funds

In order to manage expenses you can:

If you have the bookkeeping feature you will also be able to use our amazing OCR for data extraction. Read more here.


Step 8 - Synchronize your Payhawk account with your accounting software


Learn how Xero, Quickbooks, and DATEV integrations work in Payhawk.

Also find out how you can export your data on demand for accounting purposes.


Step 9 - Automate data entry with our pre-accounting feature


Learn how your accountant can benefit from our automated pre-accounting feature.

No company can live without an accountant. But why is their job important and what does it have to do with our pre-accounting feature?

Every company expense has to be reconciled. To do that, the accountant would normally go through all invoices and manually gather Supplier, Document, and Tax-related and VAT information for every expense.

Luckily, Payhawk pre-accounting does that automatically for you. We use data extraction algorithms in order to collect relevant information from all invoices.

Essentially, pre-accounting eases the workload of your accounting team.

This feature is available to our Premium Spend and Scale plans by default. If you want to have it with your NextGen plan, don't be afraid to reach out to us. 😊


Step 10 - Set your approval workflows


Learn how to easily define your custom approval flow based on the different types of expenses.

Managing expense approvals can be tough. Different departments, amounts, and expense types might require different approvers before the invoice gets paid. You might even have an approval process for card payments, making sure that each transaction is a company expense before it's reviewed by your accounting team.

That's why we now allow you to define your workflows for each expense type.

Here's how:

  1. First, go to your Settings menu

  2. Click on the Workflows tab.

  3. Once you are here, you will see the ability to set a different approval process for each payment type:

    1. Card payments

    2. Bank transfers (due or paid via bank transfer)

    3. Reimbursements (paid with personal funds)

    4. Company cash (paid with company funds)

  4. For each payment type, you will see the corresponding actions, for which there is a legend on the right.


  5. For now, Accountants and Administrators are the responsible roles for the Review action, while Pay and Reimburse can be done by Administrators, Accountants or a Specific person.

  6. Click on "Edit"

  7. You can choose the respective role according to your workflow.

    1. Most companies opt for the Team manager role. That way, the expense will be approved according to the team structure you've set.

    2. You can also choose custom field manager (in the example these are Cost Center manager, Project manager and Supplier manager)

    3. Accountants or administrators (this means any of them)

    4. Any accountant

    5. Any administrator

    6. Specific person - you should select a particular person

    7. Multi Step approval chain - This is your option, if you need threshold approval. After you select it, you can add as many additional steps as your policy demands.

    8. Single-step approval - This is your option, if you need threshold approval by the person with the concrete authority for each expense depending on the amount of the expense. After you select this option, you are able to add as many approval authority levels as your policy demands.

Multi Step approval chain

  1. When you choose Multi Level approval chain, you can add as many additional steps as your policy demands.

  2. You can then choose a threshold amount up to which a certain role or employee has to approve the expense.

  3. Define the role/employee (for the options see 7a to 7f above)

For the above example, any expense up to 100 will have to be approved by the Team manager only. If the expense amount is between 101 and 500 it will have to be approved by the Team manager and then Thomas Westerhoven. For any expense above 500, it will go through Team manager -> Thomas and then any administrator could give the final approval.

After you have defined your workflow,


Step 11 - Set your expenses categories and custom fields


Learn what are Payhawk's expense categories and how they can simplify your team's daily life.

Payhawk's expense categories are a very powerful tool. They can support the pre-accounting process automatization. Also, they enable faster and easier financial control.

What are expense categories?

Categories are user-friendly names assigned to expenses from the mobile app or the web portal. Each category is tied to an optional account code from your chart of accounts or other systems of record. The account codes will be visible only in your monthly report.

Employees can set categories to expenses both in the mobile app and in the web portal. In both cases, employees can see the nested categories and choose the appropriate category with a few simple taps.

Learn how to include additional information for each expense thanks to our custom fields.

Why should you use expense categories?

As you know, Payhawk cardholders have to enter an expense category for each expense they upload on the mobile app. If you link each expense category to your own bookkeeping account number, then, pre-accounting is automated! Your controlling team will view this data in the exported excel file. They can start right away analyzing and slicing the numbers.


Step 12 - Close the month and archive your expenses


Payhawk offers you the option to close and archive specific time periods.

This is especially important for our Spanish and German customers. The expense archive functionality follows the Spanish state tax regulations as well as the GoBD directive and enables you to do paperless accounting.

Please remember:

  • You can close and archive all expenses for a given month. You cannot archive a single expense.

  • You can close and archive multiple months at the same time.

  • Payhawk archives all expenses with a Service period date in the selected period. If you don't use the Bookkeeping module, Payhawk will use the document date as a base.

  • After closing and archiving a period, you can access, see, and export every archived expense. You cannot change or delete it in any way.

Close and archive a single month:

Follow the steps below to close and archive your month's expenses:

  • Log into your Payhawk account

  • Select the Archive app

  • In the column Not reviewed Payhawk shows you how many expenses in this month are not marked as reviewed. You can click on this number. It will show you these expenses.

  • Select a month by clicking on its icon

  • You need to confirm that you want to close and archive this period

  • Select the Archive 1-month button

Close and archive multiple months:

Follow the steps below to close and archive multiple months' expenses:

  • Log into your Payhawk account

  • Select the Archive app

  • In the column Not reviewed Payhawk shows you how many expenses in this month are not marked as reviewed. You can click on this number. It will show you these expenses.

  • Select multiple months by clicking on their icons

  • You need to confirm that you want to close and archive these periods

  • Select the Archive 2 months button


More questions? Feel free to chat with us.

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