Welcome to Payhawk 🚀!

Who is this guide for?

  • A company Accountant managing and exporting all company expenses.

We are super excited to have you onboard! We really hope to make your life easier with our platform. 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 with an email invitation

Step 2 - Activate your account on the mobile app

Step 3 - Manage expenses

Step 4 - Click on cards tab to see cards limits

Step 5 - Export expenses On-demand or scheduled email exports

Let's get started with your Payhawk experience!

Step 1 - Register to Payhawk with an email invitation

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 have an invitation please ask the account admin to send one to you

  • 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!

Step 2 - Activate your account on the mobile app

The guide below is about how to activate your account on the mobile app. 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

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

  • 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 3 - Manage expenses

Log into your Payhawk account and click on the expenses tab to upload, manage, and pay expenses.

Payhawk expense overview

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.

Boost your expense management by saving and managing filtered views

Learn how to easily save and manage views of your filtered expenses with Payhawk.

If you frequently search and filter by a particular kind of expense (e.g category, employee, total amount), then saving that filtered view might save you some time.

Once you have filtered your expenses, you are ready to save your view:

Make sure you come up with a relevant name, and then you can save the view:

If you want to create a new view or update the current filtered view, click on Save view. Then, choose whether you want to save the current filter to a new view or update the current one:

To manage your saved filtered views, click on the current view as shown below, and then go to Manage Views:

You will see a window with all your saved views. You can either change their name or delete them:

Payhawk Bills | In a nutshell

Learn how to pay your bills directly from Payhawk in less than 30 seconds.

Payhawk Bills gives companies the option to pay outstanding invoices directly from the product. That way the organization has a holistic view of its payments as it combines card, cash, and bank payments in a single process.

Here's how it works:

  • Log into your Payhawk account and go to the Expenses tab.

  • Navigate to the "+" button at the top of the screen to create an expense

  • Select "Bank Transfer" to upload one or more invoices

  • Select the invoice you wish to pay

  • Check that all the details of the expense are correct

  • Mark the expense as "reviewed

  • Click on the "Add payment details" button to enter the recipient's address and account details and save them.

  • Now you can easily pay the invoice by clicking on "Pay".

  • For the next payments to the same supplier, the account details will be saved automatically so that you can pay the invoice directly after reviewing it

For GBP invoices, we use Faster Payments as a payment method.

For EUR invoices, we use SEPA and SEPA Instant.

  • Next, you can continue by clicking on Pay

  • You will receive a confirmation request in the Payhawk application.

  • You can proceed by clicking on Confirm.

  • Once confirmed from the mobile, the expense automatically changes its status to Processing.

  • Once it is processed by the bank, the status will change to Paid

Payhawk saves the payment information (IBAN, Reference, Date, and Payment source) and provides it for you in your export file.

It's time to leave your online banking and start paying your bills the smart way.

Approve and Decline expense requests

Learn how to instantly approve and decline expense requests as an approver.

If your company uses an expense workflow and you are part of the approval chain, this guide is for you. As an approver, you will be receiving all expense requests in your Inbox:

All requests that you have to review will be in PENDING. Once you approve or decline them, they will move to the ALL tab.

Here's how the approval process looks like in the Web portal:

  1. Go to your Inbox

  2. Select a request that you would like to review

  3. Review all relevant information from the expense

  4. Review the document submitted by the employee

  5. If you want to proceed with approving, you can simply click on Approve
    That way, accountants can continue with their reviewal process

  6. If you want to decline the expense, press on the button

  7. A flyout will appear where you can provide a reason for the decline

  8. When you decline a request for a card expense, this will not delete the expense but simply make the decline reason visible for the accountant

  9. When you decline a request for any other expense, this will delete the expense as well

Here's how the approval process looks like in the mobile app:

  1. Go to your inbox (third tab on the bottom)

  2. As an approver, you will be able to see the requests that you have to review in PENDING. Those that you have already approved or declined will be under the ALL tab

  3. Click on an expense request that you want to take action on

  4. Review the expense information

  5. Scroll down and view the document

  6. Approve or Decline the request

Step 4 - Click on cards tab to see cards limits

We created this feature because we know how hard it is to have control over ALL company cards. Card limits:

  • Stand-alone limit: a monthly recurring limit for the card

  • Company policy: card included into a predefined spend policy (only for Premium and Enterprise Plans)

Spend Policies allows you to manage multiple cards with a predefined policy where you can easily configure limits and card settings for Executives, Managers, and Employees.

With this new feature, there will be group card level controls such as recurring limits, ATM withdrawals, and approval chain for requests and manage all cards in bulk without the need to deal with individual card controls.

You can also see a limit for automatic approval on requests that is helpful so administrators and the finance team don't get bothered for small requests under a certain amount.

On the contrary, you could also see a zero recurring limit for your employees, and approve every request as it comes through the system.

If your company has a more complex spend policy, you can easily set a custom approval rules with multiple employees responsible for approving a request. Easily set a team manager as part of the approval flows or have any individual, allowing for a cross-department approval. You can choose between a consecutively approval (chain approval) or a single step one. You can also define if the approval requests are treated as separate requests each time or they got accumulated through month. Via second option no employee can bypass the rules and 10 requests for 50 Euro in one month are treated equally as 1 request for 500 Euro for the month.

Step 5 - Export expenses On-demand or scheduled email exports

On-demand export for accounting purposes

Learn how you can export your data for accounting purposes.

Our on-demand export allows you to get the exact data you need. To slice-and-dice it as you wish and to always be on top of your numbers. Below you will learn what types of on-demand export files Payhawk offers as well as how to export them.

What types of on-demand export files does Payhawk offer?

Every accountant and administrator in Payhawk can export all the available information in the following formats:

  • Excel

  • CSV (with or without document images)

  • PDF full account statement - read more about it here

Our Excel and CSV exports include the following data

  1. Balance statement - of all your Payhawk accounts

  2. Payments - all the expenses that have been paid through Payhawk (ordered by the date of settlement, transaction ID, transaction description, paid amount, supplier name and VAT number, document date, document number, tax and the total amount, etc.)

  3. Unpaid expenses - that are in the Payhawk portal for the selected period (supplier name and VAT number, document date, document number, tax and the total amount, payment reference, payment source, etc.)

  4. External payments - all the expenses that have been marked as paid but through an external system. (supplier name and VAT number, document date, document number, tax and the total amount, etc.)

  5. Deposits - all the incoming wallet transfers that you have received

For accounting purposes, Payhawk only exports settled transactions. If you want to learn more about the difference between authorized vs. settled transactions and why this is important for your accounting, please read our article about it.

How to export on-demand data from Payhawk?

  • Click on the Export app on the right side of your home screen

  • Select one of the predefined periods or a specific date range

  • In the Export to button, we show you how many expenses will be exported for the selected period

  • Click on the Export button

  • On the right side of the screen, we show you all on-demand export options

  • Select the on-demand export file type that you need

  • Click on the Export button to start the download

For the CSV with documents export file, we send you an email with a download link. For security reasons, this link is active for 12 hours.

More questions? Feel free to chat with us.

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