Payhawk currently offers three channels for users to upload expense documents - the web portal, the mobile app, and the Mailbox, which allows users to send emails with attached documents for paid or unpaid expenses.
To maintain standardized process quality and ensure compliance, Payhawk also takes into account the file formats supported by the connected ERP or accounting system (if an active integration is in place). This allows Payhawk to seamlessly export documents in the appropriate format automatically.
File format requirements
To ensure successful processing, expense documents must meet specific file format requirements. Below is an overview of the supported formats across Payhawk’s channels.
Payhawk web portal
Documents - PDF
Images - PNG, JPG, JPEG
eInvoicing - All supported formats.
In the Payhawk web portal, you can directly paste a document from your clipboard while uploading an expense document.
Payhawk mobile app
Documents - PDF
Images - PNG, JPG, JPEG, HEIC
eInvoicing - Unsupported.
Payhawk Mailbox
Documents - PDF
Attachments within emails - PNG, JPG, JPEG
eInvoicing - All supported formats.
Payhawk Mailbox has some limitations due to the nature of the email communication.
Supported eInvoicing formats
Supporting an eInvoicing format means that Payhawk can read and process the file. It's a separate thing from being connected to that country's clearance network. For more information, see the article about eInvoicing with Payhawk.
Payhawk fully supports the processing of eInvoices. For XML documents, they must adhere to standardized schemas such as UBL 2.1 and CII (Cross-Industry Invoice) to ensure compatibility.
Here are the eInvoicing formats currently supported by Payhawk:
Universal standards
Peppol BIS 3
Country-specific formats
ZUGFeRD (Germany) - 2.2.0 and above
xRechnung (Germany) - 3.0.0 and above
RO e-Factura (Romania)