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Managing group settings of built-in expense fields
Managing group settings of built-in expense fields

Manage the expense fields of the entities on a group level with Payhawk's multi-entity management capability.

Updated over 2 months ago

By defining group settings to your expense categories, document, note, and other built-in expense fields, you will avoid the need to specify identical options for each entity separately.

Setting default expense field configurations for the group

To apply group settings to the expense fields:

  1. In the Payhawk web portal, go to Group dashboard > Settings > Expense fields.

  2. Define the group settings by following the steps for configuring the expense field settings for individual entities.

    For each entity, you can define a threshold for the Document field below which no document is needed for your employees to submit an expense. After enabling the Required for submission toggle, select the desired entities from the drop-down list, enter the threshold for each, and click on Save changes. Alternatively, to remove an entity from the list with thresholds, click on X.

  3. Click on Save changes.

  4. In the dialog that opens, click on Apply.

Applying group settings cannot be reverted.

Applying individual expense field settings to specific entities within the group

You can opt out of the default expense field settings and apply individual ones to specific entities within the group.

  1. In the Payhawk web portal, go to Group Dashboard > Settings > Entities.

    • The grey circles imply that the entity is using the default group settings.

    • The yellow circles imply the entity is using individual settings.

  2. Under the EXPENSE FIELDS column, click on the circle against the desired entity.

  3. On the next screen, check the ENTITY SPECIFIC radio button.

  4. Click on Save changes.

  5. In the dialog that opens, check the checkbox and click on Save to confirm your choice.

If an entity inherits group expense fields, the local Administrator will not be able to modify them as they will be displayed as read-only.

Pulling expense field settings from an entity

You can copy expense fields from an entity and apply them to the group by pulling the relevant settings.

  1. In the Payhawk web portal, go to Group Dashboard > Settings > Expense fields.

  2. Click on the three-dot menu and select Pull from entity.

  3. In the dialog that opens, select the desired entity from the drop-down list and click on Apply.

Useful resources

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