When you receive an invoice for your purchase, you and any authorized employees and roles can upload it to the system.
Uploading invoices and associating them with purchase items
To upload an invoice for your purchase in the Payhawk web portal:
Go to Purchases and select the desired purchase.
Click on its Add new invoice button.
Alternatively, do either of the following:
Go to the Invoice tab and click on the Add new invoice button.
If receipt notes are required for the specific expense category, you can upload an invoice by navigating to Purchases > Receive, clicking the Add button, and selecting Upload Invoice.
In the dialog that opens, upload the invoice, select the corresponding purchase items, and click on Continue.
As a result, Payhawk redirects you to the Expenses app, where the system automatically generates an expense based on the uploaded invoice and includes the purchase number if it is present on the invoice.
The uploaded invoice will be visible under the Invoices tab of the purchase.
Associating purchases with expenses
To ensure Payhawk associates your purchase with the correct expense, the purchase must include a supplier.
If a supplier is added to the purchase and its number appears on the uploaded invoice, Payhawk will automatically use OCR to extract the information and link the purchase to the invoice in the Expenses app.
Viewing purchases from expenses
All employees at your company can view the purchase in the Expenses app over the View link. However, only you as the requester, your Team manager, or a Payhawk accountant or administrator can edit it. Keep in mind that the editing options vary depending on the step of the purchase process.
The Purchase expense field also shows the delivery status and the note entered when the purchase was created.
Viewing expenses associated with your purchases
As a requester, you can view all expenses that are linked to your purchases by using the Purchase filter in the Expenses app. For accounting and reporting purposes, your Team manager and any Payhawk accountant and administrator at your company can also view the expenses linked to your purchases.
Viewing invoices associated with your purchases
To view an invoice associated with your purchase in the Payhawk web portal:
Go to Purchases and select the desired purchase.
Click on the Invoices tab and select the document you want to view. As a result, you'll be redirected to the Expenses app to see the document attached to the expense and the other expense details.
Sending invoices to Payhawk directly from your email inbox
Payhawk offers the Receipts Mailbox functionality, enabling the system to automatically use optical character recognition (OCR) to read receipts, extract supplier data and purchase order numbers, and link them for you.
For more information: