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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 spend list in Payhawk with the Payment source filter dropdown open and the EUR debit account selected.

Marking single expenses as paid

To mark an expense as paid:

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

  2. Hover over the desired expense and select its checkbox.

  3. In the dialog that opens to the right:

    1. Select the Mark as paid option.

    2. Fill in any required details.

    3. Click on Mark as paid.

    Company spend Pay > Confirm details list with one bill selected and the Mark as paid panel open on the right.

    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 Spend and navigate to Pay > Confirm details or Pay > Authorize.

  2. Hover over the desired expenses and select their checkboxes.

  3. In the dialog that opens to the right:

    1. Select the Mark as paid option.

    2. Fill in any required details.

    3. Click on Mark as paid.

      Payhawk Company spend list on the Submit tab, showing recent expenses with amounts, types, notes and categories.

      If you have no external accounts added, make sure the selected expenses are in the same currency, and click on Mark as paid. Payhawk Spend Pay tab with three bills selected and the Mark as paid side panel showing date, payment source and reference fields.

      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.

      Payhawk Mark as paid side panel for 3 selected bills, with date of payment, payment source and reference fields and Mark as paid button.

      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.

    Confirm 3 out of 3 side panel with Confirm and Mark as paid options, payment execution and reference fields, and a list of beneficiaries

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

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