When you receive an invoice for your request or purchase order (if enabled for your company), you and any authorized employees and roles can upload it to the system.
Viewing requests and purchase orders from expenses
All employees at your company can view the request in the Expenses app over the View request 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 request process.
The Request expense field also shows the delivery and invoiced status of the request or purchase order.
Viewing expenses associated with your requests or purchase orders
You can view the expenses that are linked to your requests and purchase orders by using their IDs and utilizing the Requests filter in the Expenses app. For accounting and reporting purposes, your Team manager and any Payhawk Accountant or Administrator at your company can also view the expenses linked to your requests.
Viewing invoices associated with your requests or purchase orders
To view an invoice associated with your request or purchase order (if enabled for your company) in the Payhawk web portal:
Go to Requests and select the desired request.
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.
Uploading invoices in the portal
To upload an invoice for your request in the Payhawk web portal:
Go to Requests and select the desired request.
Click on its Add new invoice button.
Alternatively, go to the Invoice tab and click on the Add new invoice button.
In the dialog that opens, upload the invoice and click on Continue.
Another option to upload an invoice is from the requested items. Once the request is approved, you can also upload an invoice for each item:
Select the request or purchase order.
Under the desired item, click on Add invoice and follow the prompts.
As a result, Payhawk will redirect you to the Expenses app, where the system will automatically generate an expense based on the uploaded invoice and include the request or purchase order ID if it is present on the invoice. The uploaded invoice will be visible under the Invoices tab of the request.
Associating requests and purchase orders with expenses
To make sure that Payhawk correctly associates your request or purchase order with an expense, a supplier must be added to both.
If a supplier is added to the request or purchase order and their IDs appear on the uploaded invoice, Payhawk will apply the rules for matching expenses with requests, purchase orders, and invoices.
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 request IDs, and link them for you.
For more information: