You can manage your receipts and invoices in various ways directly within the Payhawk web portal using the available expense document options.
Uploading multiple receipts or invoices for an expense
To upload an additional document to an expense:
In the Payhawk web portal, open the expense.
From the document options, select Upload.
Choose and attach a file from your computer.
This allows you to add multiple receipts or invoices to a single expense as needed.
Payhawk’s data extraction will suggest the expense details based on the first document you upload. For consecutively uploaded documents, Payhawk will use OCR to find any input in the file and create a textbox for each. To speed up processing, click on the field and then on the desired textbox to copy-paste its value.
Downloading attached receipts and invoices
To download the expense document currently displayed on your screen, select the Download file option. The file will be saved to your Downloads folder, unless you have set a different default location on your device.
The Download file option remains available even after the expense has been submitted.
Rotating attached receipts and invoices
To rotate the expense document, select the Rotate Left or Rotate Right option, depending on the desired direction.
Moving a wrongly attached receipt or invoice to the correct expense
If a document has been attached to the wrong expense and you need to move it to the correct one, choose the Move to another expense option. In the dialog that appears, you can either select an existing expense to attach the document to or create a new one directly.
Removing and replacing attached receipts and invoices
To remove a receipt or invoice attached to an expense:
In the Payhawk web portal, select the Delete file option.
In the confirmation dialog, check the box and click Delete to confirm.
Once the document is removed, you can attach a new one by selecting the Upload option and choosing a file from your computer.
Viewing multiple receipts or invoices attached to an expense
If an expense has two or more attached documents, you can view each file individually by clicking the up and down arrows located beneath the expense document viewer.
Switching the computer vision on and off
The Payhawk optical character recognition (OCR) tool is an AI-powered data recognition system that reads information from documents uploaded to the platform. It automatically extracts and populates key expense details into the relevant fields, such as Document date, Document number, and Supplier, among others.
The computer vision feature visually highlights the fields scanned by the OCR. To toggle this feature on or off, click the Computer vision option located beneath the expense document.
Turning off the computer vision feature does not disable the OCR automation itself. It only hides the OCR-highlighted text boxes, allowing you to view the document content without overlays.
Zooming in and out of receipts and invoices
To zoom in or out of an expense document, click the + (plus) or – (minus) icons located beneath the document viewer.
Manually associating unmatched invoices to expenses
Invoices sent to the Payhawk Receipt Mailbox are automatically matched to the corresponding expenses.
If the system cannot find a match, you'll need to manually match the expense document to the expense in the following way:
Check your Payhawk Inbox for unmatched invoices.
Manually map the invoice to the appropriate expense in the system.
Confirm that the invoice is correctly linked to the expense record.
