EXPENSE MANAGEMENT SOFTWAREReal-time expense management with your existing cards
Automate expense processing and manage company spend in real time — without changing your card provider.
Wish your month-end was less stressful?
Get all the benefits of a modern spend management solution, without having to switch your corporate cards.
Close your books in real-time with automation at every step of the way
Get instant visibility over your company spend and reconcile expenses faster with automation built on top of your existing corporate credit cards.
Monitor card spending in real-time
Get real-time visibility over all your corporate credit card payments. Transactions from your linked Visa, Mastercard and American Express corporate credit cards are recorded as they happen.
Forget about receipt chasing
With real-time notifications for card transactions, spenders are prompted to attach receipts as they make a purchase. Payhawk also sends regular reminders for any missing receipts.
Automate expense coding
Save time and reduce errors with our automated expense coding powered by AI. All the required information is automatically extracted from the receipt and added to the expense, making expense coding faster and easier.
Reconcile expenses in real time
Have all your data flow seamlessly between Payhawk and your ERP system without the need for manual uploads. Transactions and reviewed expenses are synced in real-time.
Don’t take our word for it
Finance leaders from over 32 countries run spend management on Payhawk.
"We now have more time to analyse the expenditure which, before Payhawk, was consumed by acquiring all the data from employees. Now we have more transparency, tighter control over all the expenses, and less paperwork."
"Payhawk makes submission of expenses extremely easy. The computer vision function saves time and the tracking of expenses helps a lot. The amount of different currencies and automatic convesions allows a lot of flexibility on what can be submitted along with an extensive list of categories that can be assigned."
"It is a very user friendly application that guides you through the process of submitting expenses. It is so easy to learn so my team has had no issues using it. The customer support is brilliant and I never struglle to get through to a human. I always feel suported if I have any queries about the website/app."
"Payhawk is extremely user-friendly and the whole implementation process has been of an easy understanding."
Keep waiting times down and employee satisfaction high
Make direct reimbursements easy
Reimburse employees directly to their bank accounts from the platform:
- Approve reimbursement requests on the go
- Save time issuing reimbursements in bulk
- Automatically reconcile payments in your ERPs
Consolidate all your spend in one place
Manage employee expenses alongside all other company spend. With Payhawk you get complete control over your policies, workflows and payments in a single platform.
All the features you need to take your expense management to the next level
Have full visibility over corporate card spend by seeing all transactions as they happen.
Delight employees with an intuitive and easy to use mobile app, helping them submit expenses on the go.
Let our in-house machine learning algorithm reads receipts and autopopulates expense fields for you.
Use the power for more or less granularity with abilities to merge expenses or split an expense into multiple expense or line items with ease.
 2.svg){kind=small}
Ensure timely receipt submission with pop-up notifications, automating receipt chasing after every single transaction.
Get every last document in with recurring reminders sent to employees with missing receipts and unsubmitted expenses.
Define custom approval flows per expense type. Build rules and triggers based on team structure, amounts, categories or any custom field.
Submit, approve, review, pay - in bulk. Scale your expense management naturally with a system that supports quick processing actions.
 1.svg){kind=small}
Select rules and conditions for expenses that would require attention and trigger warnings to prevent them from being reviewed in bulk.
Automate your expenses, get more done today!
FAQs
Expense management software is a digital tool designed to streamline the process of tracking, submitting, and approving business-related expenses. It helps organizations manage employee spending, from travel expenses to office supplies, by automating tasks such as receipt submission, expense reporting, and reimbursement.
How it works:
- Expense Submission: Employees can upload receipts and submit expense claims through the software, often using a mobile app. Some platforms even allow users to scan receipts, automatically extracting key details like date, amount, and merchant.
- Approval Workflow: Once submitted, the expense claim is routed to the appropriate manager or department for review and approval, ensuring compliance with company policies.
- Policy Enforcement: The software can be configured to flag expenses that violate company policies, such as exceeding spending limits or submitting claims for unauthorized purchases.
- Reimbursement: After approval, the software facilitates quick and accurate reimbursement, either through payroll integration or direct bank transfers.
- Reporting and Analytics: Managers can access real-time data and reports on spending trends, helping to improve budgeting and financial planning.
By automating these processes, expense management software reduces manual errors, speeds up reimbursement, and provides better visibility into company spending.
It all comes down to a few core benefits:
- Fewer mistakes: People make mistakes, but fine-tuned software is far less likely to. SmartScan, for example, eliminates the potential for human error when inputting information from receipts.
- Faster processing: Streamlined tools for creating, submitting, reviewing, and approving reports means those reports are taken care of in a snap.
- Increased productivity: The less time employees spend manually creating and examining expense reports, the more time they can spend doing, well, anything else.
- Reduced waste: Expense reporting mistakes cost money, both in unnecessary reimbursements and employee time. But when you leave the tedious calculations to expense management software, you can save that money for more important things.
Spend management refers to the broader process of controlling and optimizing a company's overall spending. This includes procurement, supplier management, contract management, and ensuring that spending aligns with company budgets and policies. It focuses on preventing unnecessary expenses before they occur and managing the entire lifecycle of spending.
Expense management, on the other hand, is more specific to tracking and processing employee-initiated expenses, such as travel, meals, or office supplies. It typically involves submitting, approving, and reimbursing employee expenses, and ensuring compliance with company policies after the spending has already happened.
In short, spend management is a more comprehensive, proactive approach to managing all company expenditures, while expense management deals specifically with tracking and reimbursing employee expenses.
Payhawk simplifies expense reporting and reimbursement processes by automating key tasks. Employees can easily capture receipts using their mobile devices, while the software automatically extracts relevant data, reducing manual entry. Expenses are categorized in real-time, and approval workflows are streamlined, ensuring faster processing. Additionally, Payhawk integrates with accounting systems, making reimbursements seamless and reducing administrative burden. This end-to-end automation not only improves accuracy but also saves time for both employees and finance teams.
You can track various types of expenses with Payhawk, including:
- Employee Expenses: Monitor individual spending across your team, including travel, meals, and office supplies.
- Subscription Payments: Keep tabs on recurring payments for software, memberships, and other services.
- Corporate Card Transactions: Track all purchases made using company-issued cards.
- Vendor Payments: Manage payments to suppliers, contractors, and other third parties.
- Reimbursements: Record and process out-of-pocket expenses submitted by employees.
- Travel Expenses: Track costs related to business trips, such as flights, hotels, and transportation.
Payhawk provides a comprehensive view of your business's spending, helping you manage and optimize your financial operations.
Payhawk helps ensure compliance with company expense policies by offering customizable spending controls, automated approval workflows, and real-time expense tracking. Administrators can set specific limits and rules for different teams or individuals, ensuring that all expenses align with the company's policies. Additionally, Payhawk integrates with accounting software to streamline reporting and auditing, making it easier to identify and address any non-compliant transactions.
Yes, Payhawk integrates with various accounting and ERP systems, streamlining financial workflows and improving efficiency. You can see the full list of integrations we support.
