Payhawk for administrators

Control funds, cards, and ERP integrations. Set up workflows, spend policies, and custom fields. Manage employees and teams.

196 articles

Getting started for Payhawk administratorsIntroductory tutorial for the administrator role: how to add and manage funds, employees, teams, issue cards, and set approval workflows.

Expenses

Review and pay reimbursable, per diems, and mileage expenses. Settle payments to suppliers and pay in bulk.

Reimbursing your employeesReimburse your employees for expenses they have paid on behalf of your company with their own money from the Payhawk web portal.

Updating employees' reimbursement detailsAs a Payhawk administrator, you can change the reimbursement details of your employees on their behalf from the Payhawk web portal.

Paying billsPay your bills and make bank transfers from your account in Payhawk directly from the web portal.

Managing scheduled paymentsAuthorize scheduled payments one by one or in bulk or immediately pay or reschedule a bill payment.

Paying expenses in bulkPay your bills in bulk and make outgoing bank transfers directly from your Payhawk account.

eInvoicing with PayhawkLearn what eInvoicing is and how Payhawk handles e-invoices.

Cards

Freeze or delete corporate cards. Set spending limits and define spend policies. Enable ATM and card requests and manage all your team and individual corporate cards.

Overview of cards, card limits, and advanced card controls for administratorsLearn what types of cards you can issue to your employees and what available spend limits and card controls you can set to them.

Using Payhawk cards for your custom needsLearn how to use Payhawk cards most suitably for your company and employees.

Issuing physical cardsIssue physical plastic and Premium Metal Payhawk cards for the employees at your company and issue standard plastic ones in bulk.

Issuing virtual cardsIssue standard or single-use virtual Payhawk cards.

Issuing virtual American Express CardsIssue and manage virtual Cards using your eligible physical American Express Card as a funding source through Payhawk.

Naming cards for employeesName the Payhawk corporate cards your company has issued to your employees.

Setting spend limits and card controls for individual cardsDefine the recurring spending card limit, approval workflows for fund requests, settings for increasing the spending limit, and more.

Blocking, unblocking, and closing employees' cardsLearn how to block or unblock, or close employees' cards when no longer needed.

Reissuing expiring Payhawk cardsWhat happens when my Payhawk card expires? How can I reissue employees' cards?

Enabling and disabling card requestsLearn how you can allow your employees to request new cards.

Changing the funding source of employees' cardsLearn how to change the Payhawk currency account that feeds an employee's card.

Updating the default shipping address of your companyUpdate the address of your company to which new or reissued physical Payhawk cards will be delivered.

Linked cardsLink and manage your physical American Express cards in Payhawk. _{4 articles}

Team cards View, monitor, and define shared budgets among teams._{5 articles}

Credit cardsView, monitor, and control your company credit card limits and payments._{1 article}

Spend policiesReview, supervise, and manage your company spend policies._{3 articles}

Exports

Use the accounting Payhawk templates to export expense and payment data to your ERP system or accounting software.

Overview of accounting templatesUse and customize the available file exports as templates to export company expenses and payments to your ERP system or accounting software.

Managing the accounting templatesEnable, archive, restore, or delete your custom exports and modify the templates for exporting company expense and payment data.

Formatting the accounting templatesSet the template filename, specify the attachment settings, and apply global formatting rules for cells, rows, and columns.

Managing the template files and sheetsAdd, delete, or duplicate your template files and sheets and customize the included data in the custom exports.

Configuring rows, columns, and cells in files and sheetsAdd or remove rows and columns in your custom exports, and set and aggregate functions and conditions for the cell data.

List of available export fieldsCheck out the list of all custom fields available in Payhawk and tailor your accounting data export.

Funds

Set up your payment infrastructure to handle payments and send funds between the Payhawk spend management platform entity accounts and your bank accounts.

Depositing funds in PayhawkCan I use FPS, SEPA Standard or Instant, ACH pull and push, or local wires to add money to Payhawk? What time does depositing funds take?

Supported deposit currencies and payment schemesCheck the supported currencies and payment schemes you can use for top-ups from linked bank accounts or for bank transfers.

Opening new Payhawk currency accountsCreate new Payhawk accounts in the currencies you need to be able to quickly top up funds and deposit sums in company cards.

Linking and unlinking bank accounts to PayhawkLink your bank accounts to Payhawk to benefit from speedy top-ups or unlink a bank account if you use it no longer.

Linking and unlinking EUR bank accounts to Payhawk (Germany only)Link your EUR bank accounts to Payhawk if your business is based in Germany or unlink a bank account if you use it no longer.

Linking and unlinking bank accounts to Payhawk (US only)Successfully connect Payhawk and the bank of your US-based company over Plaid.

Checking funds availabilityCheck whether the funds in your Payhawk accounts are sufficient to cover the monthly card limits for all cardholders at your company.

Loading funds to your Payhawk accountAdd funds to your Payhawk account by making a bank transfer or topping up the amount from linked accounts in the UK and Europe.

Loading funds to your Payhawk account (Germany only)Add funds in EUR to your Payhawk account if your business is based in Germany and make bank transfers or top-ups.

Confirmation of payee (UK only)Learn how the CoP checks in Payhawk affect your user experience when filling in supplier or reimbursement data.

FAQ on fundsCan I open different debit or credit accounts in the same currency in Payhawk? Can I define who'll receive an email alert for low funds?

Credit fundsView, monitor, and control the funds related to your company credit cards._{3 articles}

Employees

Configure the internal structure of your entity. Set up and customize your teams, and manage your team managers' permissions. Invite, delete, and assign employees within your company structure.

Overview of employees for administratorsLearn about the Payhawk roles you can assign to employees and how to set your global team settings in Payhawk.

Inviting and deleting employeesInvite employees to your company structure in Payhawk and learn how to delete them if needed.

Managing employeesSearch through your employee records, change an employee's email, switch on the out-of-office mode on behalf of employees, and more.

Editing the employee and team expense categorizationSet up your expense categorization values in Payhawk and automate expense field population per employee and team.

Creating, editing, and deleting teamsCreate team hierarchies corresponding to the requirements of your company, edit the name of a team, or remove a team altogether.

Assigning employees to teamsAssign employees as team members or team managers of teams, or remove them from the organizational structure if needed.

Archive

Close effectively accounting periods and archive your invoices on a monthly base.

Closing the month and archiving expensesArchive your company expenses every month in Payhawk.

Integrations

Connect the Payhawk spend management platform with your ERP system and map your Payhawk categories to your accounts in Oracle NetSuite, Exact Online, Xero, QuickBooks Online, MS Business Central, MS Finance, DATEV, and more. Reclaim your VAT through 60dias.

Card linkingConnect, authenticate, and enroll you corporate cards in Payhawk._{6 articles}

DATEVConnect and map your Payhawk categories with your DATEV Unternehmen Online (DUO) accounts._{9 articles}

Exact OnlineConnect and map your Payhawk categories with your Exact Online accounts._{7 articles}

HR information systems (HRIS)Integrate Payhawk to your HR system and sync your employee data._{3 articles}

MS Business CentralConnect and map your Payhawk categories with your MS Business Central accounts._{9 articles}

Oracle NetSuiteConnect and map your Payhawk categories with your Oracle NetSuite accounts._{12 articles}

QuickBooks OnlineConnect and map your Payhawk categories with your QuickBooks accounts._{8 articles}

Sage IntacctConnect and map your Payhawk categories with your Sage Intacct accounts._{9 articles}

TravelPerkStay on top of your business travels by using the Payhawk-TravelPerk integration._{2 articles}

XeroConnect and map your Payhawk categories with your Xero accounts._{9 articles}

60diasReclaim your VAT by using the Payhawk-60dias integration._{1 article}

Workflows

Define efficient business spend approval processes within your company by using the workflows in Payhawk spend management platform.

Supported workflow typesLearn about the approval workflows you can define in Payhawk and customize them for expense types, purchase orders, and card requests.

Workflow approversBuild granular approvals based on the team structure, expense category, custom field, or specific employees.

Workflow conditions and custom workflowsDefine your custom approval workflows in Payhawk based on the different types of expenses at your company.

Workflow fallbacksUse the system fallbacks or create your own to cover approvals if a workflow cannot be applied.

Setting approval workflows for expense typesDefine custom approval workflows for bill payments, card payments, and reimbursable expenses to correspond to the needs of your company.

Setting approval workflows for purchase requestsDefine approvers or amount-based workflows for approving or declining purchase requests.

Setting approval workflows for card requestsSet up card approval and issuing workflows and allow employees to request new Payhawk cards.

Editing workflowsRemove or edit approvers, update steps and workflow conditions.

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

Purchases

Facilitate the procurement processes within your company by managing the purchase request lifecycle and automatically matching them with incurred expenses.

Lifecycle of purchases in PayhawkGet an overview of the purchase order lifecycle in Payhawk.

Configuring purchase details and discrepancy rulesSet the general settings, and the receipt note and discrepancy rules in Payhawk for the purchase orders your company requires.

Closing purchasesDelete purchase orders after their goods or services have been fully delivered.

FAQ on purchasesFind answers to some of the most frequently asked questions (FAQ) about the Payhawk purchase orders.

Budgets

Plan your spending, forecast your budget, assign budget owners, and manage and track the company spend within the set limits.

Overview of budgetsLearn how to share, monitor, and manage your budget through the Budgets app in Payhawk.

Managing your budgetsImport your budget from your FP&A tool and share it with budget owners and other stakeholders.

Managing your forecastsModify your budgets by creating forecasts, and deliver real-time updates to budgeted amounts.

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

Security

Enable your IT department to take care of your digital security.

Using SSO and setting up SAML with PayhawkSet up your SAML application with Payhawk and enable your users to utilize the SSO authentication method.

Validating your email with an SPF signatureLearn how to validate your Receipts Mailbox email by passing the SPF validation.

Validating your email with a DKIM signatureLearn how to validate your Receipts Mailbox email by passing the DKIM validation.

Enabling and managing 2FA security for Payhawk users at your companyAdd an extra layer of security for the Payhawk employee accounts by enabling two-factor authentication (2FA) for your company.

Supplier fields

Use the default and custom supplier fields to include specific details for your suppliers and set submission and review requirements for your Accountants.

Overview of supplier fields for administratorsAdd more details about desired suppliers by using the built-in supplier options or configure the custom additional supplier fields.

Managing additional supplier fieldsCreate and set custom supplier fields as required, add values for predefined lists, and delete fields and values if no longer needed.

FAQ on supplier fieldsFind answers to some of the most frequently asked questions (FAQ) about the Payhawk supplier fields.

Expense types

Define and update your business expense types such as per diem policies, mileage rates, and reimbursements. Enable and disable bank transfers, company cash, and reimbursements for your employees, and control their visibility.

Configuring bills and reimbursementsConfigure the visibility of the bill, company cash, and reimbursement expense types in Payhawk.

Configuring the mileage expense typeEnable or disable the mileage expense type for entities, configure distance-based rates, and add, delete, or edit mileage rates in Payhawk.

Configuring the per diem expense typeEnable or disable per diem expenses for entities, create, edit, and delete per diem policies, and update existing per diem rates in Payhawk.

Expense fields

Define, edit, and manage expense categories and tax rates. Use the default data that can be viewed in your expenses and include custom expense details and requirements for visibility, review, and submission.

Overview of expense fieldsGet an overview of the default expense fields and set their visibility and submission requirements.

Automatic population of expense field dataLearn about the automatic data extraction (OCR) and suggestion strategies at Payhawk and select the way expense fields are populated.

Built-in fieldsCreate, edit, remove, and manage the built-in expense fields in Payhawk to categorize your company expenses. _{5 articles}

Custom fieldsProvide additional data for your expense categorization by creating, editing, removing, and managing the custom expense fields in Payhawk. _{4 articles}

Review assistant

Select rules and conditions for expenses that require attention and trigger warnings to prevent them from being reviewed in bulk.

Enabling and disabling warnings for expensesDecide which company expenses that require attention will display warning messages and will need individual reviews by Payhawk accountants.

Multi-entity management

Control all your business entities on a group level through the Payhawk group dashboard and settings for managing employees, teams, and workflows.

Overview of multi-entity managementLearn about multi-entity management in Payhawk and manage entities through the Group dashboard as a Group administrator all at once.

Managing workflows on a group levelManage the workflows of the entities on a group level with Payhawk's multi-entity management capability.

Managing expense types on a group levelManage the expense types of the entities on a group level with multi-entity management in Payhawk.