Managing expense types on the group level

The Group dashboard and multi-entity management capabilities in Payhawk allow you to manage your expense types on a group level for all your entities within the group. In this way, you will avoid the need to specify identical settings for each entity.

Specifics

• Applying group settings to the expense types cannot be reverted.

• Expense types can be enabled per entity directly in the group settings.

Applying group settings for expense types

You can define whether the default payment execution for expense types will be immediate or scheduled for the expense due dates.

To apply group settings to the bill expense type, for example:

1. Log in to the Payhawk Web Portal.

2. Go to Group Dashboard > Settings > Expense types > Bill.

3. Under the Settings tab, switch on the Enable bills toggle button to enable the bill payments for your group.

4. From the drop-down menus, select:

   • The specific entities that will use bills, or select All to apply the expense type to every entity in the group.

   • The Payhawk roles that will be able to submit expense requests for bills.

   • The default payment execution method for bills at your company.

     • The Immediately option defaults the Payment execution field in Pay > Confirm details to Immediate.

     • The Expense due date option defaults the Payment execution field in Pay > Confirm details to the due date of the expense as extracted by the Payhawk OCR tool.

5. Click on Save changes. In the dialog that opens, click on Apply.

   

Applying default group settings for expense types to entities

You can apply the already defined group settings for expense types to other entities:

1. In the Payhawk Web Portal, go to Group Dashboard > Settings > Overview > Entities and select the desired entity.

2. On the next screen, check the GROUP DEFAULTS radio button for Expense types and click on Save changes.

3. In the dialog that opens, mark the checkbox and click on Save to confirm your choice.

If an entity inherits group expense types, the local Payhawk Administrator will not be able to modify them as they will be displayed as read-only.

Pulling expense type settings from an entity

You can copy expense types from an entity and apply them to the group by pulling the relevant settings.

1. In the Payhawk Web Portal, go to Group Dashboard > Settings > Expense types.

2. Click on the three-dot menu and select Pull from entity.

3. In the dialog that opens, select the desired entity from the drop-down list and click on Apply.

   

Useful resources

• Creating a group and inviting Group administrators

• Before & after: Role selectors and visibility

• Managing fields for the group

• Managing request types on the group level