When you receive an invoice for your purchase order (PO) as a requester, you and any Payhawk accountant or administrator can upload it to the system.
Uploading invoices and linking them to purchase items
To upload an invoice from your purchase order:
In the Payhawk web portal, go to Purchases.
Select the desired purchase order by clicking on it.
Under the Invoices tab, click on the Add new invoice button.
Alternatively, click on the Add button next to the three-dot menu and select Invoice. If the upload of receipt notes has been set to Not required by a Payhawk administrator at your company, the button will show only the Add new invoice option.
In the dialog that opens, upload the invoice, select the corresponding purchase items, and click on Continue. The invoice will be visible under the Invoices tab of the purchase order.
As a result, Payhawk redirects you to the Expenses app where the system automatically creates an expense based on the uploaded invoice and adds the number of the purchase order if it's on the invoice.
Linking purchase orders, invoices, and expenses
For Payhawk to link your purchase order to the correct expenses, you need to include the supplier for your purchase order.
If the purchase order has a supplier added for it and its number is present in the uploaded invoice, Payhawk will automatically extract it with OCR and link the purchase order to the invoice in the Expenses app.
Viewing purchase orders for expenses
All employees at your company can view the purchase order from the Expenses app through the View link. However, only you as a requester, your Team manager, and any Payhawk accountant or administrator at your company can edit it.
The Purchase order expense field also displays the delivery status and the Note field input, if any, with which the purchase order was created.
Viewing expenses linked to your purchase orders
As a requester, you can view all expenses that are linked to your purchase orders by using the Purchase order 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 purchase orders.
Viewing invoices linked to your purchase orders
To view an invoice for your purchase order:
In the Payhawk web portal, go to Purchases.
Select the purchase order you need by clicking on it.
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 supports the Receipts Mailbox functionality which you can use to allow the system to automatically read, through its optical character recognition (OCR), extract supplier data and PO numbers, and link these for you.
For more information, see: