What's new at Payhawk

We have added new roles and role-extensions to help you create a better segregation of duties within the platform.
This includes;

• Dedicated and more granular roles making it easier to differentiate between technical roles and financial roles
• Supplemental extensions which can be added to the roles, creating functions such as team managers and executive assistants
• Pre-defined custom roles such as the IT-admin, read-only auditor and Sr. AP specialist

We've added visibility of all card transactions to the mobile app.

This includes:

• Real-time statuses: Pending, Settled, Failed, Refunded, Cancelled
• Detailed transaction data: amount, merchant, fees, timestamps, and reasons for failure, if relevant
• Smart Call-to-Actions: guidance on what to do next (e.g., request funds, retry, withdraw)
• One-tap access to expenses: direct link to expenses attached to each relevant transaction

You can now enjoy a cleaner, more intuitive layout on the Expense screen.

• Clearer view: Filter only appear when you need them, saving space.
• Always visible: Expense type and ID are now fixed in view.
• Smoother workflow: Closing an expense feels faster and more seamless.

You can now customise your Expenses screen: add, remove, and reorder columns to see exactly what you need.

What's new:

• Add or remove columns
• Reorder and resize them
• Save your layout as a custom view

You can now reopen purchase requests even after they’ve been closed — giving teams greater flexibility when circumstances change.

Simply reopen the request, make the necessary adjustments if needed, and continue the workflow.

You can now automate when reimbursements are paid out by selecting a specific payout day — and optionally add a confirmation step to review details before anything goes out.

What’s new:

Scheduled payouts
Choose a specific day of the month for all approved reimbursement payments to be automatically executed.

Four-eyes principle
Add an extra layer of control before payments go out:

• Add an optional confirmation step before execution
• Use Auto-confirm to skip manual checks when all details are already verified in the system

Head to your Reimbursement settings to configure your payout schedule and approval flow.

Automatically suggests expense descriptions to save time and reduce manual input. Payhawk now uses AI to pre-fill the description field based on uploaded receipts and past submissions.

• Suggestions appear instantly after receipt upload
• Based previous expenses for similar merchants or categories
• Fully editable before submission, so you stay in control

Save time on every submission without giving up accuracy or control.

We’ve added a third tab, “Expenses”, to the export file available via Purchases → Download.

This new tab contains the same data and format as the Expenses export (Expenses → Download). It includes all expenses of type Bill that have a non-empty PO field.

The existing Purchases and Line items tabs remain unchanged.

We’ve made an update to help your teams submit purchase requests with less manual work.

Document Data Extraction (OCR)
Now you can upload a price quote or shopping cart screenshot, and Payhawk will automatically extract item-level data—no manual entry needed.

• Supports multiple line items (e.g. quantity, unit price)
• Full document view alongside the purchase order for quick, accurate review

Automated Field Population

• Categorisation fields (like cost center, category, etc.) now auto-fill in the Purchases module, just like in Expenses.
• Once you define a rule (e.g. Supplier = Dell → Category = Capex), it’s applied consistently across your account—no double setup needed.

We’ve released a host of improvements to the card request workflows:

• More granular approval workflows: Admins can now set up custom approval and issuing workflows for different card types - for example, a different flow for virtual and physical cards
• Card type controls: Admins can now allow or restrict employees from requesting certain types of cards (e.g. disable physical card requests)
• Auto-issue single-use cards: Automatically issue single-use cards up to a given amount - ideal for quick, one-off purchases like travel bookings
• Improved shipping address management: It’s now easier to update or reset your default shipping address for physical cards - ensuring they always go to the right place.