---
title: "Closing the month and archiving expenses"
slug: "closing-the-month-and-archiving-expenses"
description: "Close month-end and archive expenses in Payhawk spend management platform: close and archive expenses for a specific month or for two or more months at once."
updated: 2026-10-27T14:17:23Z
published: 2026-10-27T14:17:23Z
canonical: "payhawk.com/closing-the-month-and-archiving-expenses"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Closing the month and archiving expenses

Payhawk provides an efficient approach for closing both one, or two or more months and archiving the respective company expenses.

This expense-archiving capability is of great significance especially for businesses based in Spain and Germany because the functionality follows the [Spanish state tax regulations](https://administracion.gob.es/pag_Home/en/Tu-espacio-europeo/derechos-obligaciones/empresas/impuestos/sociedades/info-general.html) as well as the [German Directive on Electronic Bookkeeping and Accounting (GoBD) directive](https://www.bundesfinanzministerium.de/Content/DE/Downloads/BMF_Schreiben/Weitere_Steuerthemen/Abgabenordnung/AO-Anwendungserlass/2024-03-11-aenderung-gobd.html), and enables you to seamlessly do paperless accounting.

## Notes on archiving expenses in Payhawk

- You can close and archive all expenses for a given month, but you cannot archive a single expense.
- After closing and archiving a period, you can access, see, and export each archived expense, but you cannot change or delete archived expenses.
- You can close an accounting period only if all expenses for that period have been reviewed. If you have open expenses that haven't been marked as reviewed, click on the number in the **Not reviewed** column and proceed with their review.
- Payhawk archives all expenses with a service period date for the selected period. If the [service period date has not been configured as required](/help/overview-of-expense-fields), Payhawk will use the document date.

## Closing and archiving a single month

To close a single month and archive your expenses for a specific month:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to **Spend** > **Archive**.
3. Hover over the month you want to close and after the checkbox appears, check it.
4. In the dialog that appears, check the checkbox for the confirmation option.
5. Click on the **Archive 1 month** button.

![The Archive page in Spend with one month selected and the Archive 1 month panel.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/closing-the-month-and-archiving-expenses-01_20261009_ai.png)

## Closing and archiving two or more months

To close two or more months at once and archive your expenses for these periods:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to **Spend** > **Archive**.
3. Hover over the months you want to close and after the checkboxes appear, check them.
4. In the dialog that appears, check the checkbox for the confirmation option.
5. Click on the **Archive [number] months** button.

![The Archive page in Spend with two months selected and the Archive 2 months panel.](https://cdn.payhawk.com/navigation-redesign-didi_20261009_ai/closing-the-month-and-archiving-expenses-02_20261009_ai.png)

## Useful resources

- [Using the built-in expense fields in Payhawk](/help/overview-of-expense-fields)
- [Expenses for Payhawk administrators](/help/expenses-1)
- [Expenses for employees](/help/expenses-2)