Payhawk for administrators

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

By Cristina and 15 others16 authors136 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 bank transfer expensesPay your invoices 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, immediately pay or reschedule a bank transfer.

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

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.

Issuing cards for employeesIssue virtual Payhawk corporate cards or plastic and Premium Metal physical ones for the employees at your company.

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

Setting spend limits, ATM withdrawals, and fund requests for employee cardsDefine card-spend and recurring monthly limits and allow fund requests and ATM withdrawals for individual cards with spend-alone limits.

Freezing, unfreezing, and closing cards for employeesLearn how to block or delete cards

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

Team cards View, monitor, and define shared budgets among teams._{4 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 the supported file formats in Payhawk as templates for exporting your expense and payment data to your ERP and accounting software.

Managing the accounting templatesEnable, archive, restore, or delete the accounting templates in Payhawk that you use for exporting expenses and payments to your ERP.

Funds

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

Overview of fundsCan 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?

Creating 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 (for German entities)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.

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

Making international bank paymentsUse Payhawk for international bank payments in more than 50 currencies and send money to more than 160 locations worldwide.

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 customise 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.

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.

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}

TravelPerkStay on top of your business travels by using the Payhawk-TravelPerk integration._{1 article}

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.

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

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

Setting approval workflows for purchase requestsDefine the roles or people, or the amount-based approval chain for approving or declining purchase requests.

Setting approval workflows for card requestsAllow employees to request cards and set up approval and issuing workflows that suit your organization best.

Purchase orders

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

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

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

Closing purchase ordersClose the purchase order after its goods or services have been fully delivered.

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

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 utilise 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.

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 bank transfer, company cash, and reimbursementsConfigure the visibility of the bank transfer, 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 expense fieldsCreate, edit, remove, and manage the built-in expense fields in Payhawk to categorize your company expenses. _{4 articles}

Custom expense fieldsProvide additional data for your expense categorization by creating, editing, removing, and managing the custom expense fields in Payhawk. _{3 articles}