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Payhawk’s Payment AI Agent is your AI-powered assistant for resolving card transaction issues and accessing general reimbursement information through a simple instant conversation.
Here’s a summarized list of the Payments AI Agent key capabilities:
Introduction of the Payments AI Agent's capabilities - the Payments AI Agent presents its own capabilities upon first interaction, or tells you what it can do when asked.
Card management - you can surface card information, freeze and unfreeze cards, and request new cards.
Card transactions - you can get information for completed and pending card transactions. The Agent proactively notifies you for failed card transactions and provides help fixing them.
Requests and approvals - you can request funds to your cards. The Payments AI Agent notifies you when the fund request has been approved or rejected.
Reimbursements, per diems, mileage - you can get general information about reimbursements, per diems, and mileage expenses. The Payments AI Agent notifies you when their status has changed, for example, to returned, approved, or paid.
Help and knowledge - you have instant access to Payhawk’s help articles to get help with day-to-day how-to questions.
Long-term memory - the Payments AI Agent can remember your personal preferences, and the next time you interact with it, the Agent will respond in your preferred way or carry out specific actions for you.
For information about the proactive notifications the Agent sends, check the notifications from the Payments AI Agent.
Introduction of the Agent’s capabilities
Here is an example response of the Payments AI Agent when you ask what it can do for you:
Prompt example | Typical response |
|---|---|
Hi, what can you help me with? | Hello! I am the Payments Agent for Payhawk. I can help you with a variety of tasks related to your company cards and payments. Here are some of the things I can do:
How can I help you today? |
Card management
The Payments AI Agent helps you manage your Payhawk and US Linked cards, including the following functionalities:
Listing cards
Viewing card limits and top up dates (for US Linked cards that support it)
Freezing and unfreezing cards
Requesting new cards (except for US Linked cards)
You can find a list of example prompts for managing your cards in the following table:
Prompt example | Typical response |
|---|---|
What cards do I have? | Your virtual EUR card ending **0035 is active with 1000.00 EUR available funds. It is a debit card and allows online payments. Fund requests and freezing/unfreezing are also supported. The card limit will auto increase to 1000 EUR on 1 Jan. |
What’s my current card limit? | Your virtual card ending in **0021 has a limit of 150.00 EUR. |
I’ve lost my card. (understood as Freeze my card) | Your card ending in **0021 has been successfully frozen. |
Unfreeze my card. | Your card ending in **0021 has been unfrozen and is ready to use again. |
Request a new virtual card. (if card requests are allowed in Settings) | I have successfully submitted a request for a new virtual card for your Payhawk account with the reason Slack subscription. |
Card transactions
The Payments AI Agent provides information all your card transactions - completed, pending, and failed. It checks the status of your payments or understands why something failed. The Payments AI Agent can explain declined transactions and guide you to fix issues both for Payhawk and US Linked cards. It includes the following functionalities:
Reviewing successful and pending transactions as well as refunds
Seeing failed transactions
Understanding why payments failed and how to fix them
Notifying you proactively of a failed card transaction by explaining the cause, suggesting the right fix, and triggering the approval workflow, if needed
You can find a list of example prompts for getting information about your card transactions in the following table:
Prompt example | Typical response |
|---|---|
Why is my transaction to Restaurant Lavele still pending? | Your transaction with Restaurant Lavele for 525 EUR, authorized on 2025-11-25, is expected to settle or revert in up to 10 days. |
Show my last 5 failed transactions | The Agent provides information about amount, merchant, date, time UTC, reason, and missing amount. |
Why was my payment to Uber on 20.10.2025 declined? | Your 100 EUR UBER transaction on 20 Oct, 2025 09:19 UTC was declined because the card limit was insufficient to complete the transaction. |
Have I received any refunds recently? | You have received one refund recently:
|
Fund requests and approvals
You can use the Payments AI Agent to request funds for your card. The Agent keeps you informed when your fund requests are approved or rejected. It includes the following functionalities:
Initiating a new fund request, except for US Linked cards
Notifying you when a request is approved or rejected
Canceling pending fund requests
You can find an example prompt for requesting funds in the following table:
Prompt example | Typical response |
|---|---|
Request 300 EUR for team offsite catering. | I've submitted a request for a 300 EUR top-up to your card ending in **0021 for team offsite catering. You will be notified once the request is approved. |
Reimbursements, per diems, mileage
The Payments AI Agent answers general questions about your reimbursements, per diems, and mileage claims. It includes the following functionalities:
Providing an overview of the reimbursement, per diem, or mileage claim, including submission date, amount and currency, whether it’s approved, what the remaining steps are.
Notifying you proactively for status changes of the reimbursement, per diem, and mileage claim, including approved, returned, and paid status.
You can find a list of example prompts for general questions about reimbursements, per diems, and mileage in the following table:
Prompt example | Typical response |
|---|---|
Do I have any open reimbursements? | Yes, you have one reimbursement that still needs to be paid:
|
What happened to my reimbursement for my trip to Sozopol? | Your mileage reimbursement for the trip to Sozopol, covering 272 miles, with a value of 138 BGN, categorized as Travel booking. This reimbursement still needs to be submitted. Once it has been submitted, approved, and reviewed, the payment for it can be initiated. |
Help and knowledge
The Payments AI Agent can answer everyday questions about the Payhawk’s platform, thus saving you time searching through help articles. It includes the following functionalities:
Retrieving relevant Payhawk help articles
Explaining key concepts and processes
You can find a list of example prompts for everyday questions about the Payhawk’s platform in the following table:
Prompt example | Typical response |
|---|---|
How do I submit a per diem? | To submit a per diem, you can enter your trip details into the Payhawk system. The system will automatically calculate the per diem amount based on your trip's duration, destination, and meals. Payhawk also offers an Excel template with default per diem rates that can be customized. You can perform this action through the Payhawk portal or mobile app. |