Payhawk for employees

Handle your personal account, do basic card operations, submit mileage and per diems, and get reimbursed.

Getting started for Payhawk cardholdersAn intro tutorial for the employee role: how to register, activate my account and card, upload documents, and ask for expense approval?

Expenses

Submit payment documents for the company expenses you as an employee made and learn how to delete, edit, and upload payment slips and invoices in bulk.

Overview of company expenses for employeesWhat expenses can I create in Payhawk? Does someone approve, review, and pay my mileage, per diems, and reimbursable expenses?

Creating and submitting expenses in the appHow can I create expenses on my phone from the Payhawk mobile app? How can I send the expenses to be approved and paid?

Managing expenses in the appCan I edit or delete the expenses I created on my phone? Can I update expenses I already sent or that were already approved?

Managing expense documents in the appHow can I add many documents to my expense? Can I add bills from my phone Gallery or Files, or upload them from my mail to Payhawk?

Splitting expenses into line items in the appLearn how to manually split an expense into line items before submitting it in the Payhawk mobile app.

Creating and submitting expenses in the portalHow can I create expenses on my computer? How can I send the costs one by one or in a group to be approved and paid?

Managing expenses in the portalCan I edit or delete the expenses I created on my computer? Can I update expenses I already sent or that were already approved?

Managing expense documents in the portalHow can I see all documents uploaded to an expense on my computer? Can I add more documents or download an attached invoice?

Viewing and monitoring your expense requestsWhere can I see the expenses I sent requesting a payment? How can I know whether the company will reimburse my money?

Commenting on expenses and expense requestsCan I provide more information and context about an expense before submitting it or after it was approved within Payhawk?

Supported file formatsWhat file formats for expense documents can I upload in the portal, mobile app, or Payhawk Mailbox?

FAQ on supported file formatsFind answers to some of the most frequently asked questions (FAQ) about the file formats Payhawk supports.

Cards

Check your corporate card availability, and request additional funds, new cards, or approval for ATM withdrawals. Learn where to view your PIN, how to freeze your card, and do other basic card operations as an employee.

Activating your Payhawk cardHow can I start using my Payhawk cards and pay for company expenses? Where can I activate my physical or virtual cards?

Activating your virtual American Express CardHow can I start using my virtual American Express cards? Where can I activate my virtual American Express card?

Adding your Payhawk card to Google WalletCan I add my physical and virtual card to Google Wallet from the Payhawk mobile app? How can I pay with my card from Google Wallet?

Adding your Payhawk card to Apple Wallet and Apple WatchCan I add my physical and virtual card to Apple Wallet on iPhone and Apple Watch? Can I pay with my card from Apple Wallet and Apple Watch?

Adding your virtual American Express Card to mobile payment systemsCan I add my virtual American Express Card to Google and Apple Wallet? How can I use my American Express Card to pay with my mobile?

Naming your Payhawk cardCan I easily know which card I have to use for different expenses? How can I add names to my cards to view them quickly?

Viewing and resetting the PIN for your Payhawk cardWhere can I find my PIN? How can I use my card PIN? When do I have to enter my PIN? Can I reset my PIN?

Paying with your Payhawk cardHow can I pay with my virtual or physical card? Can I pay at self-service gas stations for gasoline, for car rentals, and in hotels?

Viewing card transactions in the appView your card transactions, check payment status and details, and follow action prompts for resolving common failed transactions.

Submitting and canceling fund requestsHow can I ask for money from the company? Can I add more funds to my card? Can I cancel a request for additional funds I already sent?

Submitting and canceling ATM withdrawal requestsCan I draw money/cash from ATMs? How can I ask for money to draw at ATMs? Can I cancel a request for drawing money at ATMs I've sent?

Submitting and canceling card requestsHow can I ask for a new card? Where can I send card requests? Can I cancel a request for a card I already sent?

Commenting on fund, card, and ATM withdrawal requestsCan I provide more information and context about a fund, card, or ATM withdrawal request before submitting it or after its approval?

Freezing and unfreezing your Payhawk cardCan I block my lost or stolen card? Someone used my card without permission - how can I prevent them from using the money on it?

Company spend policies affecting Payhawk cardholdersWhat limits did my company set on my card? How can I see if my card was blocked for missing expense documents? How can I unblock my card?

Viewing monthly card limits and available fundsHow much money I can spend with my card every month? How much is available on my card now?

Push notifications for failed card transactionsHow do I know if my card is frozen/blocked, closed, or inactive? Am I notified if the money on my card is not enough?

Activating your reissued Payhawk cardsLearn how to activate your physical Payhawk card once it expires and is delivered to you.

Linking your Mastercard card to PayhawkHow can I link my corporate Mastercard card to Payhawk? Can I request funds and get the money instantly on that card?

Managing your Mastercard cardWhere can I see my card transactions? How can I rename my linked Mastercard card and unlink it?

Linking your Visa card to PayhawkHow can I link my corporate Visa card to Payhawk? Can I request funds and get the money instantly on that card?

Managing your Visa cardWhere can I see my card transactions? How can I rename my linked Visa card and unlink it?

FAQ on cardsFind answers to some of the most frequently asked questions (FAQ) about Payhawk cards.

Purchases

Create product receipt and service purchase orders, submit purchase order approvals, and follow up the procurement process with the supplier and within the company.

Overview of purchases for requestersHow can I ask the company to buy goods before I have invoice documents from suppliers? What to do to get approval?

Recurring purchasesCan I submit a single purchase request for recurring purchases?

Creating and submitting purchasesHow can I create a purchase? How can I get it reviewed and approved?

Reviewing purchasesReview submitted purchases, ensuring they have all the necessary information to go through the approval process.

Editing and deleting purchasesCan I edit or delete my purchase if I got something wrong?

Commenting on purchasesCan I provide more information and context about a purchase before submitting it or after its approval?

Viewing and uploading receipt notes for purchasesHow can I add GRNs to my purchase? Can I add receipt notes for the partial delivery of goods to my purchase?

Viewing and uploading invoices for purchasesHow can I add expense documents to my purchase? Can I add invoices for partial delivery? Can I view my expenses with purchases?

Downloading purchasesCan I download and save my purchase? How can I have my purchases on my computer or phone?

Subscriptions

Keep track of your recurring business expenses as an employee, review the amount and number of made and upcoming payments, and check the comparison between previous and current expenses.

Overview of subscriptions for employeesWhat's a subscription? Does Payhawk detect my card transactions as recurring monthly payments? Do I have to manually add them to my card?

Creating and deleting subscriptionsWhat to do if card transactions are detected as subscriptions? How to add the same payments when not detected and delete recurring payments?

Adding and removing expenses from existing subscriptionsCan I add or remove expenses from monthly recurring payments/subscriptions?

Editing subscriptionsCan I change the description, frequency, and date of the recurring payment? How can I change the icon of the subscription supplier?

Archiving subscriptionsCan I remove recurring payments from view but not delete the data? Can I keep the information on archived subscriptions?

Viewing and tracking your subscriptionsWhere can I see information on my upcoming recurring monthly payments? How can I keep track of my subscriptions on the card?

Personal profile

Managing your profile in Payhawk's Business Spend Management Platform allows you as an employee to add your reimbursement details, update your password, check your travel insurance, and configure even more settings.

Registering to Payhawk with an email inviteHow can I register my account with the email I received from Payhawk; how to change my email and update my phone number?

Registering to Payhawk with an SMSHow can I start working with Payhawk directly on my phone from SMS? Can I click on an SMS link, log in, and activate my account?

Registering to Payhawk over Active DirectoryHow can I register my Payhawk account with my company credentials over Active Directory?

Activating your personal Payhawk accountHow can I activate my account and start using Payhawk? Do I have to activate it from the mobile app only?

Activating your personal Payhawk account with a one-time passwordHow can I activate my account with the password my Payhawk administrator has sent me on the email?

Logging in to PayhawkHow can I access my Payhawk login? Can I use my company email to log in? Why is my Payhawk login not working?

Changing your language preferenceHow can I change my language? Where to go and switch it? Can I use Payhawk in German, Spanish, French, and other languages?

Adding and editing your bank details for reimbursementWhere can I add/edit my bank details so the company can send me money for the company expenses I paid? How can I get paid for made expenses?

Enabling and disabling the out-of-office modeHow can I let people know that I'm out of the office (OOO)? How can I delegate my tasks to teammates during my absence?

Viewing and switching between entities in PayhawkCan I change the Payhawk account linked to my card or view another entity's account I'm associated with?

Changing your security codeHow can I update the 4-digit security code for my Payhawk card?

Resetting the password for your personal Payhawk accountI have forgotten my password for Payhawk and cannot log in. How can I create a new password for my Payhawk account?