Welcome to Payhawk 🚀!

Who is this guide for?

  • A company Employee spending money and submitting 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 - Activate your Payhawk company card

Step 4 - Pay with your Payhawk card

Step 5 - Upload your expenses with the mobile app

Step 6 - Approve and decline expense requests

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 - Activate your Payhawk company card


Learn how to activate your physical and virtual Payhawk cards.

The guide below is about how to activate your company cards. Payhawk offers virtual cards for online payments with the option to add them to Google & Apple Pay. Plus physical ones, or plastic debit cards for online and POS payments.

Activate your virtual card

Virtual cards are delivered instantly to the cardholder's mobile phone.

Your virtual card is automatically activated once it's issued. To access your virtual card go to the Payhawk mobile app and access it on the card button on the bottom right-hand side.

Activate your physical card

Congrats, your Payhawk physical card has arrived!

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 installed the Payhawk mobile app follow these simple steps:

  • Open the Payhawk mobile app

  • Go to the card icon on the right-hand side

  • Input your Payhawk mobile app security code

  • Select the card you want to activate

  • Press Activate Card

  • Your card is ready to use!

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.


Step 4 - Pay with 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

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.


Step 5 - Upload your expenses with the mobile app


Learn how to input expenses on the mobile app. There are four types of expenses that you can do via the app:

  1. Card payment: Expenses you paid with your Payhawk card (physical or virtual)

  2. Bank transfer: Expenses that are due or paid through a bank transfer

  3. Company cash: Expenses you paid with company funds (cash or card)

  4. Reimbursement: Expenses you paid with your private funds. For this type of expenses, you want to be reimbursed

Card payments

  • Card payments are created as Expenses automatically

  • Once there is a card payment, you will receive a notification on your mobile phone to submit the receipt

  • Open the Payhawk mobile app

  • Click on the expense

  • Your mobile camera will open

  • Take a picture of the receipt. You can also add an image from your gallery (in the case that you received the invoice over mail)

  • Payhawk automatically recognises the edge of the document. You can edit the cropping area by moving the edges or the whole crop frame. Confirm the crop area

  • Include the expense note

  • Enter an expense category. If you or one of your colleagues have bought from this supplier in the past, Payhawk will suggest you the right category

Bank transfer, Company cash, Reimbursement

You can upload any expense you need to pay or have already paid through a bank transfer, company funds or personal funds. Follow these simple steps:

  • Open the Payhawk mobile app

  • Click on the Plus icon under your profile image

  • Select the type of expense you are uploading - Bank transfer, Company cash, or Reimbursement

  • Your phone camera will open

  • Take a picture of the invoice or receipt

  • Edit and confirm the crop area

  • Enter the currency and amount

  • Add a note of the expense (ex. dinner with the client)

  • Select expense category

  • Select a project/trip or cost center (if you have to)

  • Click on the green Check button to finalize the expense

In addition, learn how to easily add your card to Google Pay or Apple Pay directly from the Payhawk mobile app with just a few clicks.


Step 6 - 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.


More questions? Feel free to chat with us.

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