To create a request in Payhawk, you need to fill in information about the desired items, add the request details required by your Payhawk administrators, and submit it. One-time requests are requests that do not occur periodically.
The minimum information you need to provide when creating a request in Payhawk may vary depending on the settings defined by a Payhawk administrator at your company for the specific request type (for example, the custom categorization request fields), and on whether the request type needs to be reviewed (typically, if the request requires a review, the details you'll need to provide will be fewer).
If Payhawk’s Procurement AI Agent is enabled for your company, you can easily create and submit requests using its powerful capabilities and conversational experience, all within your company’s conversational channel. To confirm availability, check with your company’s Payhawk Administrators.
Specifics
If a request type is set to require a review, a request of that type will transition to the Review tab once you've submitted it. If no review is needed, it will proceed directly to the Approve tab. For more information, see the phases in a request lifecycle.
You can add discounts, trade-ins, returns, and similar by including items with negative unit prices in your request.
You don't need to include a supplier for your request for it to be reviewed or approved. However, for Payhawk to link your request to the related expenses based on the uploaded invoices, it will need you to add the supplier data.
Creating one-time requests
To create a one-time request:
In the Payhawk web portal, go to Requests.
Click on the + New button.
In the dialog that opens:
Select the type of request.
Describe the request, for example, why you need the goods or services.
(Optional) Attach a document for your one-time request, for example, a supplier quote. Payhawk's automation tool will automatically extract the request data and fill in the information in the respective fields upon creating the request.
Click on Continue. As a result, the request will be created.
Fill in the information included in the Request details section.
The Summary will appear as the title of your request.
The Description can hold information you consider important for approvers and reviewers to know.
(Optional) In the Supplier field, choose the company from which you want to request the goods or services. If you cannot find it in the list of existing companies, Payhawk will prompt you to mark the supplier as new.
In Payment method, select among the available payment methods for the request:
Card indicates the request will be paid with a card
Bill indicates it will be paid via bank transfer
No payment needed indicates the request doesn't need to be paid for, as the requested goods are in store, for example.
If you need to edit the payment method, click on Edit, provide the information, and click on Save.
In Special instructions, enter any special instructions you want approvers or reviewers to see.
Fill in the information included in the Additional information section. It will contain fields that were set as required for the request type by a Payhawk administrator at your company.
Fill in the information included in the Amount section - the description of the items you want to request, their quantity, and net unit price. To add new items, click on the Add new item button.
To submit the request, click on Submit.
Automatic extraction of request data
Based on the request field settings configured by your company's Payhawk administrators, Payhawk's automation tool will automatically extract request data, such as the supplier, and will use invoice data to fill in the request summary. However, the system will not automatically apply the extracted lines from the document, but will provide you with the option to either split the request into lines manually or automatically extract the lines. The document can be a price quote from your supplier, a screenshot of a shopping cart, or a similar item.
The item fields will be automatically populated based on the applied field suggestion strategy, if enabled.
Successfully extracted data will be marked with a star.
