What's new at Payhawk

You can now set the start and end dates for virtual cards, allowing you to control exactly when a card is active. This feature is ideal for business trips or projects with defined timelines. Cards can be issued ahead of time and will automatically deactivate once they're no longer needed, making management easier and enhancing security.

You can now issue single-use virtual cards that automatically deactivate after one transaction.

How does this feature help you?

With single-use virtual cards, you have more control over your spending. You can set a transaction limit, specify a merchant, and even apply additional controls to determine where and when the card can be used.

Key feature include:

• Transaction limit: Set a spending cap for each card.
• Merchant restrictions: Restrict the card to a specific merchant.
• Flexible controls: Add custom restrictions, such as time or location, to tailor the card's usage.

This feature adds an extra layer of security and flexibility, making your payment process more efficient and controlled!

Get more control and flexibility in managing and categorising your spending by splitting a single card transaction into multiple expenses.

How does this feature help you?

This update is particularly useful when a single payment covers multiple suppliers—such as Amazon purchases or ATM withdrawals involving several vendors. It allows you to distribute one transaction across multiple expenses, keeping your records organised and easy to manage.

What's included?

• Linked expenses: Each expense created from a split is linked to the original transaction, making it easy to trace the source.
• Document management: Documents from the original transaction won't carry over to the new expenses, ensuring a clean slate for each split.
• Timestamping: Each expense will have the exact time of the split recorded for precise tracking.
• Approval status: New expenses will start as "not submitted" (if the Submit option is enabled), and the original expense's approval status will reset, giving you full control over the approval process.

We hope this feature enhances your expense management process, making it even more efficient and organised!

We're excited to introduce a new enhancement to the Expense module that allows you to quickly view key contextual information directly in the expense footer.

How does this feature help you?

The footer adds an extra row at the bottom of the expanded menu, providing essential details like Expense Type, Expense ID, and Owner. All information in this footer is selectable, making it easy for you to copy and use whenever needed.

What's included?

• Expense type: Clearly identifies the type of expense for quick reference.
• Expense ID: Displays the unique identifier associated with the expense.
• Owner: Shows the individual responsible for the expense.

This small but impactful change helps streamline your workflow by making important details easily accessible and ready for quick action.

We're excited to announce the release of new filters in the Expense module, giving you more control and flexibility to manage and analyse your expense efficiently.

How do these filters help you?

These new filters simplify the way you track and organise expenses by offering more targeted options to narrow down your searches. Here's what's new:

1. Tax Rate filters:

• Tax Rate: Filter your expenses by specific tax rates codes, allowing for better control over tax-related transactions.
• Tax Rate % (Renamed): Continue using the existing filter, now renamed for greater clarity.

2. Supplier filters:

• Supplier Country: Manage international expenses by filtering suppliers based on their country of operation.
• Supplier External ID: Easily identify expenses using the supplier's external ID.
• Supplier Tax Number: Organise expenses by tracking them through the supplier's tax number.
  These enhancements make it faster and easier to find specific expenses, streamlining your financial management tasks.

We're excited to announce the rollout of Global Expense Search, bringing enhanced search functionality to the Expense module for a more streamlined and user-friendly experience.

How does this feature help you?

Global Expense Search offers greater flexibility and convenience, allowing you to effortlessly find expense. Say goodbye to manually selecting filter and dealing with custom fields. With the new unified input, you can now search across multiple areas at once—including custom fields and line items—making search process faster and more efficient.

• Unified experience: The same powerful search functionality available in Cards, Subscriptions, Purchases, Funds, and Employees modules now extends to Expenses.
• Ease of use: Quickly find and access expenses with just a few clicks, enhancing productivity across the platform.

We're excited to announce a small but impactful improvement to free text custom fields. You can now easily select values for these fields directly from documents using our OCR (optical character recognition) technology. This enhancement also extends to the Note field.

Important: Please note that data extraction doesn't learn from this input, so it won't suggest the same value on the next invoice.

We're introducing a new option that allows you to disable field suggestions for the Supplier field in employee expenses. This is particularly useful if you prefer not to onboard suppliers for these types of expenses, especially when integrating with ERP systems that use expense reports.

Important: Supplier field suggestions will still be active for bank transfer expenses, as the supplier is a required field in those cases.

We're excited to introduce workflow fallbacks to ensure your approval processes continue seamlessly, even when specific roles in a workflow are unavailable.

How does this feature help you?

Workflow fallbacks automatically step in when a required role—like a Team Manager—is unavailable, preventing delays in expense approvals.

Customising and viewing fallbacks

You can tailor fallback behaviour to fit your company's needs:

1. Go to Settings > Workflows > Advanced.
2. Click Edit fallbacks.
3. Choose your preferred fallback actions.
4. Click Save changes.

You can view your current workflow fallbacks directly in the edit mode of each workflow step.

Introducing brand new workflow designer for clearer approval processes, featuring new triggers, conditional rules, and complex simultaneous, sequential and non-sequential approval steps