What's new at Payhawk

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.

Enhanced bulk-import experience

You can now use the bulk import feature to easily import or update group or entity-level records, such as teams, employees, and vendors — and their supporting structures.

Key benefits:

• Import and modify teams and their expense categorization
• Import and modify employees and their expense categorization
• Import and modify suppliers and their expense categorization
• Import and modify custom fields, categories, and owners
• Perform bulk actions across entities and directly from the Group level

You can now pre-order physical Payhawk cards in bulk to have at hand in your place of work - without having to wait for a delivery.

Pre-order cards:

• have no names embossed on them
• can be assigned to any team member through your admin portal

Once assigned, your cards are non-transferrable and will behave just like normal Payhawk cards.

We've added Card audit logs to the Payhawk web portal to give you more granular information about card activities.

As a card owner, you'll be able to see:

• Card updates: Status changes (e.g. when your card is blocked), PIN resets, Balance type changes
• Updates to your available funds

Team managers will have similar visibility over their reports' cards, and admins over all cards issued within their entity.

Payhawk now supports SEPA XML payments, allowing you to export standardised payment files for seamless bulk transfers from an external bank account.

If you're interested in payment run files for other currencies, contact the Payhawk Support team.

Get started today with our more powerful Microsoft Dynamics Finance integration!

Key benefits:

Customizable setup: Sync expenses, invoices, general ledger entries and projects payments that allow for a tailored setup out of the box.
Open architecture: Define and add dimension settings for optimized financial tracking and reporting.
Manage your suppliers: Customizable supplier management in accordance with your business needs.
Amplified book-keeping process: Less time spent in Dynamics Finance thanks to automated sync.

We’re releasing a host of improvements to Payhawk’s Budgets functionality:

Amortisation now included
Your budgets now reflect any amortisation schedule. You’ll be able to see how an expense affects different budget periods (month, quarter, or fiscal year) at approval - for a precise view of your finances and more accurate forecasting.

Line item matching
You can now match individual line items on POs against their respective budget lines without having to split them out manually.

Multiple values within a dimension
We’ve made it possible to combine values within the same dimension of your budget - so no more multiple dimension entries for different suppliers, for example, and a cleaner budget view for you.

Easier editing
Need to make changes to your budgets, or reforecast? Simply export the latest forecast, edit the template and reupload. Smaller tweaks, like budget owners and dimensions, can be made directly in-app to save you time and effort.

Reporting
We’ve added the option to download your year-to-date actuals for accurate, on-demand reporting.

Better budget visibility across the platform
You can now filter all your company expenses according to a budget of your choice. We’ll also show individual budget owners how their incoming expenses affect their budgets, so everyone has full visibility at all times, not just at approval.

More granular utilisation view
We’ve added a utilisation view for all budgets that make up a parent budget - so it’s always clear what’s happening at different levels.

Updates to Purchases workflow and navigation

We have introduced some changes to the Purchases workflow and navigation for a more intuitive and streamlined purchasing experience.

How does this feature help you?

With this update, you can:

• Give procurement a dedicated Review step in the Purchases workflow to ensure all
• Allow employees to submit purchase requests with minimal input needed and let Procurement fill the gaps in the Review step

What’s included?

• Current statuses ‘Draft’ & ‘Pending approval’ will be renamed to ‘Submit’ & ‘Approve’ . Returned POs will appear in Submit.
• A new ‘Review’ step is available for procurement managers. This additional step can be enabled in the workflow settings.
• ‘Open’ will split into Receive / Invoice / Pay / Close depending on the PO state

Customers are now able to order their custom fields based on their needs.
Key benefits
• Order custom fields based on their rank
• Order custom fields based on their creation date