This article provides answers to some of the most frequently asked questions (FAQ) related to multi-entity management in Payhawk.
Can I automatically forward documents from a centralized company email to the Receipts Mailbox?
If you are a Group administrator in Payhawk, you can forward documents (receipts or invoices) to the paid or unpaid Receipts Mailbox from a single centralized company email (for example, finance@your-company.com) by adding this email as a user to each entity within the group.
Upon receiving the email in the Receipts Mailbox, the Payhawk system will try to define the company to which the document refers by reading the company name and VAT stated in the receipt or invoice.
If the attempt is successful and the expense has been paid (the email was sent to paid@payhawk.me), the system will automatically attach the receipt to the paid expense in the respective entity.
If the attempt is successful and the expense has not been paid (the invoice was sent to unpaid@payhawk.me), the system will automatically try to create the expense against the receipt or invoice in the respective entity.
If the attempt is unsuccessful, Payhawk will notify the user registered with the centralized email via their Payhawk Inbox, prompting them to select the company where the expense should be created.
How does Payhawk route Receipts Mailbox documents for expenses from employees registered with multiple entities in the group?
When employees forward documents for paid or unpaid expenses related to different entities within the group to the Receipts Mailbox, Payhawk performs the following checks:
To associate the document with the correct entity, the system verifies the company name and VAT number.
To match the document to the correct expense, the system checks the total amount in the entity’s currency, the supplier name, and the user’s email address.
When a group workflow triggers approval, does it use the group consolidation currency or each entity’s currency?
A group workflow always uses the predefined amount in the group and applies the local currency of each entity.
For example, if the approval threshold is set to 50, it will trigger approval at GBP 50 for a UK entity, USD 50 for a US entity, and EUR 50 for a Greek entity.
Can I add funds to multiple entities and have them distributed accordingly?
No, it's not possible to deposit funds to multiple entities in a single transaction. Funds must be loaded to each entity separately through one of the following methods:
Transfer funds manually from your company’s bank account to each entity.
Load funds directly from a linked bank account within Payhawk.
Can HRIS (PXD) data be uploaded once for multiple entities, or must it be split per entity?
Using the bulk upload feature, you can import all users at once. A column in the upload specifies the entity each user belongs to. When using the API directly, each user must be invited to every entity they are part of. Users can belong to multiple entities.
What happens to user and card details and history if a user needs to be moved from one entity to another?
Each user has payment details specific to each entity, allowing for different currencies and configurations per entity. If a migration is needed, ensure data for the user is set up properly in the new entity while maintaining compliance with entity-specific rules.
Can Payhawk support a complex organizational structure, such as a six‑tier org chart?
Yes. The Payhawk Teams module supports parent‑child relationships and can reflect multi‑tiered structures without limitation.
Can I share data between entities, and what are the limitations?
Master data, such as expense fields, categories, cost centres, and workflows, can be shared across entities.
Financial data, such as expenses, transactions, and cards, is not shared. When entities are first connected, master data from one may be copied at the group level. To simplify the setup, it’s best to start with multiple entities from the beginning.
Are there workflows I can manage centrally for all entities?
Yes. Workflows can be shared across entities, enabling centralized management and consistency.
What limitations should I be aware of when moving from one entity to multiple entities?
Master data can be shared, but financial data remains entity‑specific. Some configurations, such as expense fields or workflows, will need to be managed at group level to ensure consistent behavior. If your setup uses MEM (Multi‑Entity Management), you need to use the MEM endpoints, which handle entity‑specific data directly.