Marking expenses as paid

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In Payhawk, you can mark expenses that have been paid outside of the system as paid, generate a payment run file with expense details, and upload it to your bank.

Expenses can be marked as paid individually or in bulk. If SEPA XML payment run files are enabled for your bank account, Payhawk will generate one for all selected expenses.  

These expenses are also exported to your ERP system (for supported integrations) or included in the export file (for on-demand exports).

About payment run files in Payhawk

Payhawk currently supports the SEPA XML payment run file format, which is generated only for SEPA payments.  

To generate the file, all required payment details, such as the supplier’s name and bank information, must be provided.  

If an external EUR bank account is configured for payment file exports, Payhawk will automatically create and download a SEPA XML file that can be uploaded directly to your online banking for processing.  

Payment confirmation interface showing details for marking expenses as paid.

After downloading, the payment run file can be accessed in the Payment section of the expense. To download the payment run file locally, click on Download.

Payment details for a bill including amount, date, and payment reference information.

You can filter expenses that were marked as paid by payment source.

Company expenses overview showing payment source and account details for transactions.

Marking single expenses as paid

To mark an expense as paid:

  1. In the Payhawk Web Portal, go to Expenses and navigate to Pay > Confirm details or Pay > Authorize.

  2. Select the desired expense.

  3. In the dialog that opens:

    1. Select the Mark as paid option.

    2. Fill in any required details.

    3. Click on Mark as paid.

    Company expenses overview with selected bills and payment options displayed on the screen.

    Once marked as paid, the expense will move under the All tab.

Marking expenses as paid in bulk

To mark multiple expenses as paid:

  1. In the Payhawk Web Portal, go to Expenses and navigate to Pay > Confirm details or Pay > Authorize.

  2. Select the desired expenses.

  3. In the dialog that opens:

    1. Select the Mark as paid option.

    2. Fill in any required details.

    3. Click on Mark as paid.

      Interface for marking expenses as paid with selected items and total amount displayed.

      If you have no external accounts added, make sure the selected expenses are in the same currency, and click on Mark as paid. Overview of selected expenses with due dates and amounts for payment execution.

      If you have no Payhawk accounts but have added external bank accounts, whether linked or not, select the payment source from the drop-down menu and click on Mark as paid.

      Payment source selection for various expenses with total amount displayed below.

      If you have a balance in Payhawk and have added external accounts, click on the three-dot menu and select the Mark as paid option and, then, Confirm.

    Confirmation screen for six selected expenses with details and total amount displayed.

    Once marked as paid, the expenses will move under the All tab.

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