On the submit, approve, and review steps of the expense lifecycle, you can merge expenses in Payhawk as long as the desired ones meet a set of requirements.
Requirements for expense merge
You can merge expenses in Payhawk that meet the following requirements:
Have not been reviewed.
Have the same expense currency.
Are of the same expense type.
Are not mileage or per diem.
Have no line items.
Are not subscriptions.
(For card expenses) Have the same payment currency.
(For card expenses) The sum of their total is not zero.
(For bills and reimbursable expenses) Have not been paid.
Expense merge and expense split
You can merge expenses as a way to reverse an expense split operation. However, you cannot merge expenses that are split from other expenses.
For example, if you have an Expense A that was split into Expenses A1 and A2, an Expense B that was split into Expenses B1 and B2, and an Expense C, you cannot merge Expenses A1 and B1, or A1 and C, or A1 and A2 and B1.
Expense merge output
After the merging, the resulting expense will have the following characteristics:
Its expense amount will be the sum of all selected expenses.
It will display all expense documents of the merged expenses.
Regardless of possible previous approvals of any merged expense, the approval status of the resulting expense will always be not submitted, that is, it will be located under the Submit tab (if the submit option has been enabled).
Its expense data, created date, and other details will be inherited from the topmost expense, which was displayed in the dialog to the right when you selected the expenses for merging.
Merging eligible expenses
To merge expenses that meet the requirements mentioned above:
In the Payhawk web portal, go to the Expenses > Submit (Approve or Review) tab.
Hover over the desired expenses and select their checkboxes.
In the dialog that opens to the right, click on the three-dot menu and select Merge.
