Once the payment details of a bill expense have been confirmed, the expense will move from the Pay > Confirm details to the Pay > Authorize tab. From here, you can confirm the payment as is, override its scheduled date, or altogether reschedule it.
Authorizing single scheduled payments
To authorize a scheduled bill payment:
From the Pay > Authorize tab, select the desired expense.
Click on Authorize. As a result, you'll receive a push notification from the Payhawk mobile app on your phone to authorize the scheduling of the payment.
When done, the expense will move under the Pay > Scheduled tab, and the system will execute the payment on the scheduled date if the funds in your respective currency account are sufficient at that moment.
When you want to confirm the scheduling of a bill payment from the Pay > Authorize tab but the funds in your respective Payhawk currency account are currently insufficient, the system will display a warning. However, you'll still be able to complete the authorization process.
Authorizing scheduled payments in bulk
You can authorize scheduled bill payments in bulk:
From the Pay > Authorize tab, select the desired expenses by marking their checkboxes.
In the dialog that opens on the right, click on Authorize. As a result, you'll receive a push notification from the Payhawk mobile app on your phone to authorize the scheduled payments.
When done, the expenses will move under the Pay > Scheduled tab, and the system will execute the payments on the scheduled date if the funds in your respective currency account are sufficient at that moment.
Overriding scheduled payments
You can override the scheduled date for a bill payment and immediately pay the expense from the Pay > Authorize tab.
From the Pay > Authorize tab, select the desired expense.
Click on the three dots menu and select the Pay now option. As a result, a payment run will initiate and you'll need to authorize the payment on your phone.
Even after a scheduled bill payment has been authorized, you can still override its scheduled date and pay it immediately from the Pay > Scheduled tab.
From the Pay > Scheduled tab, select the desired expense.
Click on the three dots menu and select the Pay now option. As a result, a payment run will initiate and you'll need to authorize the payment on your phone.
Rescheduling scheduled or immediate payments
You can reschedule a bill payment that has already been scheduled to a future due or specific date, or set to immediate payment. The rescheduling option is available on the authorization step (Pay > Authorize tab) and also from the Pay > Scheduled tab.
For this example, from the Pay > Authorize tab, select the desired expense.
Click on the three dots menu and select the Re-schedule option. As a result, the expense will move to the Pay > Confirm details tab from where you or the people with the rights to confirm details at your company can reschedule it.
Even after a bill payment has been scheduled for a future date, you can still reschedule it from the Pay > Scheduled tab.
From the Pay > Scheduled tab, select the desired expense.
Click on the three dots menu and select the Re-schedule option. As a result, the expense will move to the Pay > Confirm details tab from where you or the people with the rights to confirm details at your company can reschedule it.
Once rescheduled, you will need to authorize the expense again from the Pay > Authorize tab.
When you open a scheduled bill payment from the Pay > Scheduled tab but the available funds are currently insufficient, the system will display a warning.
