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Multi-entity management
Using the Group dashboard for finance and operations
Using the Group dashboard for finance and operations

Make sure your spend is covered and stay on top of outstanding expenses for each entity.

Written by Borislav Deyanov
Updated over a week ago

By default, Group administrators see the Group dashboard which provides a number of options for monitoring multi-entity finance and operations.

The Group dashboard provides quick access to the following information:

  • The list of all your entities in Payhawk with an overview of cards and employees.

  • A status column (coverage) for each entity, indicating whether its funds are sufficient to cover its due expenses and subscriptions.

  • Due expenses and subscriptions.

  • An overview of all expenses that are unapproved (waiting), unreviewed, and unpaid.

List of entities

From the drop-down menu of each entity, you can receive information about the following:

  • Number of employees in the entity. Displays both the active users in the entity and those with pending invitations.

  • Number of cards of the entity. Displays both active cards and those with pending activations.

  • The current available funds of the entity in their respective currencies.

Sufficient funds status

Next to the funds, a coverage column indicates whether the balance in its respective currency is sufficient to cover the spend for a selected period.

In this way, Group administrators receive information about:

  • When they need to deposit funds to cover the upcoming expenses.

  • The amount of needed funds.

If the current funds are enough, that is, the current funds can cover the due expenses and subscriptions, the status will be SUFFICIENT.

If the due expenses and subscriptions exceed the available funds, the status will turn into INSUFFICIENT, which will signal the administrator to deposit funds.

Based on the information in the Group dashboard, Group administrators can do the following:

  • Use the difference between funds and upcoming spending as a reference.

  • Save time and navigate from this view to the respective balance when they need to make deposits just by clicking on it.​

Note that the upcoming spending does not include any card turnover forecast. Administrators can use low balance warnings on an entity level to mitigate that risk and be warned on time. In case of a warning, the status will be INSUFFICIENT.

Due expenses and subscriptions

The Expenses due tab displays the amount of reviewed unpaid bank transfers and reimbursable expenses due before today’s date. To see all expenses the entity has to pay, click on the sum. In this way, the Group administrator can see a more detailed view of the expenses due for an individual entity.

The Subscriptions due tab displays the amount of upcoming subscriptions due during the current month. To see all upcoming entity subscription payments, click on the sum.

Operations overview

The Waiting, To Review, and To Pay columns indicate to Group administrators how much the outstanding work for each entity work is. The number of expenses per entity is highlighted in blue whereas a click on the drop-down menu for the individual entities breaks down the expenses per currency.

  • Waiting shows the number of expenses (created before today’s date) which are not approved yet. This allows the group admin to pursue employees or managers with outstanding items when closing the month.

  • To Review shows how many expenses (with document date before today’s date) are unreviewed. Group Administrators can then focus on finalizing the unreviewed expenses to finish their month-end close.

  • To Pay shows how many expenses (due before today’s date) are ready for payment up to a given date. Group Administrators can then go to these expenses and settle any outstanding payments.

Useful resources

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