This article provides answers to some of the most frequently asked questions (FAQ) related to multi-entity management in Payhawk.
Can I automatically forward documents from a centralized company email to the Receipts Mailbox?
If you are a Group administrator in Payhawk, you can forward documents (receipts or invoices) to the paid or unpaid Receipts Mailbox from a single centralized company email (for example, finance@your-company.com) by adding this email as a user to each entity within the group.
Upon receiving the email in the Receipts Mailbox, the Payhawk system will try to define the company to which the document refers by reading the company name and VAT stated in the receipt or invoice.
If the attempt is successful and the expense has been paid (the email was sent to paid@payhawk.me), the system will automatically attach the receipt to the paid expense in the respective entity.
If the attempt is successful and the expense has not been paid (the invoice was sent to unpaid@payhawk.me), the system will automatically try to create the expense against the receipt or invoice in the respective entity.
If the attempt is unsuccessful, Payhawk will notify the user registered with the centralized email via their Payhawk Inbox, prompting them to select the company where the expense should be created.
How does Payhawk route Receipts Mailbox documents for expenses from employees registered with multiple entities in the group?
When employees forward documents for paid or unpaid expenses related to different entities within the group to the Receipts Mailbox, Payhawk performs the following checks:
To associate the document with the correct entity, the system verifies the company name and VAT number.
To match the document to the correct expense, the system checks the total amount in the entity’s currency, the supplier name, and the user’s email address.
When a group workflow triggers approval, does it use the group consolidation currency or each entity’s currency?
A group workflow always uses the predefined amount in the group and applies the local currency of each entity.
For example, if the approval threshold is set to 50, it will trigger approval at GBP 50 for a UK entity, USD 50 for a US entity, and EUR 50 for a Greek entity.