---
title: "Smart note suggestions for Administrators - Payhawk Help Center"
slug: "enabling-the-smart-expense-note"
description: "Use smart note suggestions and templates in Payhawk: build a note template from spend data such as the Spend ID, add text from Payhawk AI, or combine both."
updated: 2026-10-27T14:44:29Z
published: 2026-10-27T14:44:29Z
canonical: "payhawk.com/enabling-the-smart-expense-note"
---

> ## 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.

# Using smart note suggestions and templates

Payhawk Administrators can enable smart note suggestions to build a smart note template to reduce manual data entry and standardize the **Note** field across expenses.

The **Smart note suggestion & template** option enables you to build a custom note template using expense data, AI-generated content, or both. For example, you can configure the **Note** field to display the Spend ID or Payment ID, Amount, or PO number. You can combine multiple expense data options, add AI-generated text, or append AI-generated content to an existing template for extra context.

The template applies at expense creation. If an employee edits the generated value before submitting, their input takes precedence over the template.

## Enabling smart note suggestions

To enable smart note suggestions and define the **Note** field template:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library**.
2. Click on **Note**.
3. Under the **Settings** tab, turn on the **Smart note suggestion & template** toggle.
4. In the **Note template** field, type **@** to select from the available options. Add as many options as needed.
5. Click on **Save changes**. ![Note field settings with the Smart note suggestion and template toggle on and the list of variables to add to the note template.](https://cdn.payhawk.com/Adm%3AIntegrations%3ALeftImages/smart_note_template_variables_20261022_ai.png)

## Disabling the smart note

To disable smart note suggestions and **Note** field template:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **S****ettings** > **Fields library**.
2. Click on **Note**.
3. Under the **Settings** tab, switch off the **Smart note suggestion & template** toggle.
4. Click on **Save changes**.

## How the AI-generated smart note works

The smart note feature automatically generates the **Note** field by analyzing the details from the uploaded expense document and historical information from the employee’s past expenses for this supplier.

As a result, when an employee creates an expense, Payhawk AI analyzes the expense document and references previous expenses to auto-populate the **Note** field. The automation adapts its tone, language, and key details based on past reviewed expenses.

Like other [automated fields](/help/automatic-population-of-expense-field-data) in the Payhawk system, a star indicator marks the AI-generated notes.

For traceability, you can also view the action in the **Activity** section of the expense.

## Useful resources

- [Overview of expense fields](/help/overview-of-expense-fields)