Currently, employees can directly forward a document for paid or unpaid expenses, which they have received over the email, to the paid@payhawk.me or unpaid@payhawk.me Receipts Mailbox email addresses.
What is changing?
Now the Mailbox works on a group level and uses one centralized unique email address for your company to receive your forwarded invoices, for example, your.company@invoices.payhawk.com.
You also assign your email address from which you’ll forward documents, for example, invoices@yourcompany.com. You no longer need to invite this email address as a user in Payhawk.
The new setup allows you to also whitelist suppliers and thus enable them to send invoices directly to Payhawk, rather than you forwarding invoices from your email address.
Sending payment documents for expenses
When you forward the received invoice to your.company@invoices.payhawk.com, Payhawk will automatically identify the correct entity which matches this invoice and check whether it’s been paid or unpaid:
If the invoice is already paid, Payhawk will automatically match the document with the existing expense. You will only need to submit the expense.
If the invoice is still unpaid, Payhawk will automatically create a new expense in the system.
Notes on the Mailbox
The data extraction algorithm with built-in OCR will automatically extract and fill in the expense data.
If the invoice includes a buyer contact, Payhawk sets that person as the bill owner. If Payhawk automatically matches the bill to a request, the request owner becomes the bill owner.
Once reviewed, the expense will be due for payment by the authorized people at your company.