Your questions answered: everything we heard at the Spring 2026 product showcase

Last week, over 560 finance and operations professionals joined us for our Spring 2026 product showcase — and you came with questions. Lots of them.

More than 130 questions came through the Q&A, and while our team answered as many as possible live, we didn't get to everything. This post collects the most common questions — grouped by topic — and gives each one the answer it deserves.

Agent Fetch — automatic invoice retrieval

This was the standout topic of the session. Attendees had never seen the feature before, and the questions that followed were sharp: How does it actually work? Is it safe? What happens when it fails? Here are the answers.

1. How does Agent Fetch work — do I need to log in to every supplier portal, and does it work with any website?

You log in to each supplier portal once. That first login authenticates a secure browser session, which the agent then uses to retrieve invoices automatically for every future payment and any past pending expenses for that supplier. You don't need to stay in the browser, and you don't need to log in again — the agent takes it from there.

The fetch works on any website on the internet, including portals that use two-factor authentication. You pass the 2FA step when you first authenticate, and the session is stored for future use. If a session expires (which depends on the merchant), you may occasionally be asked to log in again, but many sessions stay open for weeks. One of our team members set up Trainline over eight weeks ago and it's still auto-attaching invoices today.

2. How accurate is invoice fetching, and what happens when the agent can't retrieve a receipt?

Currently the agent successfully finds and attaches the correct invoice around 70% of the time across all connected portals. Because this is built on AI, that number improves continuously as the agent learns from more data. The 70% figure represents early performance across a broad range of website types — for high-volume, well-structured portals it performs significantly better.

When retrieval fails, the expense is flagged so you can attach the invoice manually, the same way you would today. The goal is to automate the majority and make the exceptions obvious.

3. Is Agent Fetch secure — does Payhawk store my login credentials?

No. Payhawk does not store your login credentials at any point. What happens instead is that you delegate access by authenticating a browser session on your behalf — your password never leaves your device or enters Payhawk's systems. The agent uses that session to retrieve invoices, and that's the only thing it does with it.

On the infrastructure side, we've built the agent on our own EU servers. Cloudflare is involved purely to verify our agent as a trusted, non-malicious entity in front of supplier websites — no data passes through Cloudflare, and it plays no role in storing or processing invoice content.
If you need to brief your IT or compliance team before enabling the feature, we have a written security document available. Reach out to your implementation manager or account executive and we'll send it across.

4. Does it work if I have multiple accounts with the same supplier — for example, separate office, HR, and finance accounts?

Yes. You can authenticate the agent with multiple user accounts for the same supplier. When matching invoices to expenses, the agent uses the expense owner, the transaction date, and the amount to identify the correct invoice — so it can handle cases where different accounts are generating different types of invoices from the same vendor. The only requirement is that the person requesting the document fetch from the agent must be the cardholder who made the transaction.

5. Can Agent Fetch retrieve invoices that arrive via email or a billing inbox, not just supplier portals?

Not yet — today the agent works exclusively through browser-based supplier portals. But this is on the roadmap. Connecting the agent to a shared billing mailbox is a feature we're actively exploring, and given how many finance teams receive invoices by email (especially from shared inboxes), we expect to add this capability soon.

6. Does it work with ad platforms like Meta, LinkedIn, and Google Ads?

Yes, and we're specifically building enhanced support for these three platforms. They're among the most common setups we see — multiple cards, multiple ad accounts, high invoice volume — so we've prioritised making the fetch experience seamless for them. If you're currently downloading LinkedIn, or Google Ads invoices manually every month, this is exactly the use case Agent Fetch is designed for.

7. Is Agent Fetch included in the existing plan or does it cost extra?

No additional cost. Agent Fetch is a capability of the Financial Controller Agent, which is already part of your Payhawk plan. You can try it now in the Payhawk Labs section in Settings.

8. Does Agent Fetch only retrieve invoices for Payhawk card expenses?

Yes — the agent is triggered by a Payhawk card transaction. When it detects a payment to a merchant you've already authenticated, it automatically fetches the corresponding invoice and attaches it to the expense. It won't attempt to retrieve invoices for transactions made on personal cards or other payment methods.

This also means it handles mixed-use scenarios correctly. If an employee uses their personal Uber account but pays with their Payhawk card, the agent will only look for invoices that match the Payhawk card transaction — it won't pick up personal trips.

Travel Agent

1. How does the Travel Agent book trips — does it book directly with airlines and hotels, and how do invoices work?

The Travel Agent books directly with airlines and hotels - we use aggregators to make sure you get the best price. Once a trip is booked, Payhawk automatically generates invoices for flights or pre-paid hotels and attaches them to the corresponding card expense. For hotels paid at check-out, we're exploring the ability to request an invoice with your company details directly from the property, so you don't have to chase it yourself.

2. What happens if travel prices change between the booking request and approval?

We build a 10% buffer into every booking request. So if a flight or hotel costs €300 at the time of the request, the approval covers up to €330. This handles the natural price fluctuation that happens while an approval is in progress.

If the price rises beyond that 10% buffer — which can happen with flights that are close to departure — the traveller will be asked to select a new option. It's a small inconvenience in edge cases, but it prevents approved budgets from being exceeded without anyone noticing.

3. Can company travel policies and spend thresholds be enforced through the Travel Agent?

Yes. You can upload your travel policy directly into Payhawk, and the agent will enforce it as part of the trip request flow. That includes per-flight caps, per-night hotel limits, preferred airlines or hotel chains, and booking class restrictions. Policies are applied at the point of request — employees see what's in policy before they submit, not after.

4. When will trains be available in the Travel Agent, and are there plans for meal allowances and per diems?

We have already begun the implementation of trains. We know this is a priority for European teams where rail travel is often the primary option for shorter business trips. Expect an update later this year.

Per diem automation is also on our radar. In the meantime, travellers can request allowance to be added to their card for their trips.

5. Is there an additional cost for the Travel Agent, and how is the booking fee structured?

The Travel Agent charges a SaaS fee based on predicted travel spend, and a 3% booking fee per trip. However, Payhawk also provides cashback on card spend — and for many customers, that cashback covers the booking fee entirely, making the net cost zero. If you want to understand how the economics would work for your team specifically, speak to your account executive.

Payments and global payments

1. Can multiple invoices be paid in a single batch run with one approval?

Global payments are live. You can make payments across 60+ currencies, converting from your base currency as part of the payment run. For batch processing — paying multiple invoices in a single run with one approval signature — this is something we're actively working on. If this is a blocker for your team today, contact your Payhawk representative for an update on timing.

2. Can FX and multi-currency payments be scheduled, and can we pay from a specific currency account?

Scheduling FX payments is not currently supported — exchange rates can't be locked in advance, which makes scheduling inherently unpredictable. This is a known limitation and one our payments team is looking at. The current workaround is to pay on the due date rather than scheduling ahead.
On the multi-currency account question: if you hold accounts in GBP, EUR, and USD, selecting which account to pay from is something we're aware needs improvement. This is on the roadmap for our payments team.

3. Are direct debits going to be supported, and can invoices be marked to bypass the Pay queue?

Direct debits at the account level are not yet available. As a workaround today, you can create a custom field in Payhawk that is supplier-driven, save that view, and then bulk mark those invoices as paid. It's not a perfect solution, but it lets you keep your Pay queue clean while we build a proper direct debit workflow.

Integrations and ERP

1. Which ERP systems does Payhawk integrate with today, and what's coming next?

Current native integrations include NetSuite, Xero, Sage Intacct, SAP S/4HANA (coming soon), Exact Online, MS F&O, MS BC and Pennylane (already live — contact us to get set up). For Odoo, we have an integration depending on the version you're running — reach out to your Payhawk representative to check compatibility. Holded does not have a native API integration today, but you can use our data exports or build a custom connection via the Payhawk developer API at developers.payhawk.com.

For any ERP not on this list, the developer API is the recommended path for a custom integration.

2. When is the MS Teams integration going live, and will Slack and Google Chat be supported?

Teams is in testing right now. We expect to deliver it later in 2026, though we can't commit to a specific date at this point. In the meantime, everything you can do through Teams you can do through the Payhawk web and mobile apps.

Slack and Google Chat have come up from multiple customers and are on our integration list. No confirmed timeline yet, but they're being tracked.

Invoices, expenses, and approvals

1. Can credit notes be matched against invoices and netted before payment?

Not yet, but we are aiming to have that available within Payhawk Labs around mid May, so coming soon!

2. Can an expense skip re-approval when it's sent back to an employee for a minor correction?

Today, returning an expense to an employee for a correction resets the approval flow, which causes unnecessary delay — particularly for small edits. This is a friction point we've heard from multiple teams, and it's something our product team is looking at. The expected behaviour would be that once an expense has been approved, a correction that doesn't change the amount or category shouldn't require a full re-approval. No confirmed timeline, but it's on the list.

Still have questions?

If your question wasn't covered here — or if you want to go deeper on any of these topics — the best next step is to speak directly with your account executive or implementation manager. You can also reach us at payhawk.com.

And if you missed the webinar, you can watch the recording here.