How PrimeFlight takes procurement efficiency to new heights with Payhawk

The Problem: Too many systems, no unified process

PrimeFlight is a collection of aviation businesses built through five to six years of rapid acquisitions. The growth, while exciting, left the team with a maze of systems, different processes in every entity, and no unified way of working. The biggest challenge was clear: Everything was disconnected, causing major headaches.

The PrimeFlight team knew there was a better way. As Sean Taylor, Finance Director EMEA & APAC, PrimeFlight UK, recalls: “The biggest issue was with our accounting software and the number of different providers and different systems we were juggling.”

Sean and his team wanted a proper approval flow for purchase orders and invoices — and more control at the start of the process instead of spending their days fixing what had already happened. They brought in Shapes, a fast-growing accounting and marketing agency, to help them find a solution that could transform procurement, spend management, and the wider finance operations.

As Katie from Shapes (accounting partner) describes:

The PrimeFlight team didn’t have an approval process for purchase orders... [So it involved going back] to fix something that's already happened rather than going through an approval process with clarity and the ability to look forward rather than behind.

The solution: Payhawk and Shapes deliver one platform for all financial operations

When Shapes and Payhawk set out to rebuild PrimeFlight’s finance setup, the aim was to replace a patchwork of systems with one connected workflow across every entity. The team needed consistent approvals, stronger controls, and real-time visibility. The new Payhawk setup delivered exactly that.

A major improvement was the ability to standardise procurement and project spend. Instead of juggling quotes or chasing decisions across email threads, teams can now record their reasoning directly in Payhawk. Supplier discounts are captured at the point of request, so invoices match cleanly later. Even the usual complications, like late quotes or work that overruns, now have a simple workflow. Differences between the expected cost and the final invoice can be approved instantly with full context.

Payhawk’s automation has removed much of the manual accounting work that slowed the team down, too, meaning there’s no more re-entering coding, fixing chart-of-accounts errors, or adjusting transactions after they’re synced. Default tax rates, line-item splits, and coding rules are handled upfront, so every transaction arrives in Xero accurately the first time.

Jim Leeves, co-founder at Shapes, explains: “If each line needs a different GL or tax rate, you can adjust that in Payhawk before it hits the accounting software, meaning everything that goes into Xero accurately.”

Nick Best, Financial Controller at PrimeFlight UK, says:

The Payhawk procurement solution is great... and very automated. It populates the data, so we only need to press submit. We don’t need to enter the chart of accounts, etc.

PrimeFlight also gained more structure around services and goods procurement. Two-way and three-way matching support tighter control, and services can be logged using hours even before an invoice arrives. Each UK entity can keep its own procurement terms while still benefiting from one unified process.

The result is proper finance orchestration. No more manual tasks, increased visibility, and a team that can look ahead instead of constantly fixing what happened yesterday.

The Results: Faster approvals, real-time clarity, and more time for meaningful work

The shift to Payhawk has transformed how PrimeFlight’s finance team operates day to day. Instead of reacting to spend after the fact, they now have real-time visibility across every entity. The team no longer waits for month-end to understand what’s happening in the business. Information is available instantly, which means decisions can be made earlier, approvals move faster, and the finance function stays ahead of what’s coming rather than cleaning up what’s already happened.

The impact is especially clear in accounts payable, including across procurement and approvals. What was once a manual, inconsistent process is now structured and trackable. Managers get a clear view of what needs attention, and employees can submit expenses directly through the mobile app without unnecessary steps.

As Katie from Shapes describes, the real change is the shift from fixing to forecasting.

The PrimeFlight didn't have a unified approval process. [With Payhawk, we want to help them] look forward instead of fixing. It's about adding clarity and giving them more time.

Automation has further reduced the administrative load. Coding is applied correctly from the start, data flows straight into Xero, and the team isn’t stuck reworking entries or handling manual integrations. The finance organisation can finally spend its time on higher-value work rather than on repetitive tasks.

For PrimeFlight, the outcome is simple: Finance moves quicker, works cleaner, and operates with far greater confidence.

Nick sums up the difference best:

With Payhawk? Everything will be a lot quicker. We used to have to allocate every detail and run integration manually… But now we can spend time adding extra value to the company instead!

Your next steps

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