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As a Payhawk administrator, you can set up the travel request to generate an expense report in the system and configure the settings of the expense report type for business trips directly in the Payhawk web portal.
Based on these settings, the Travel AI Agent will automatically generate the respective expense report type in the system once an employee completes a booking.
If you have already enabled expense reports for your Payhawk account and are now enabling the Travel AI Agent, Payhawk will automatically create a default Travel request type, which will not be connected to the existing expense reports in your account by default.
To connect the default Travel request type to an existing expense report type in the Payhawk web portal:
Go to Settings > Requests > Travel.
Navigate to the Workflow tab.
Click on the Edit workflow button.
Select the Create expense report step by clicking on it.
In the dialogue that opens, choose Trip from the drop-down menu.
Click on Save.
Click on Publish workflow.
You can configure the visibility of expense reports, for example, you can make expense report creation unavailable for employees.
If there’s a discrepancy between the travel request and the expense report settings, such as a mismatch in the payment method or custom fields, the system will display a warning message.
If you’ve already enabled the Travel AI Agent for your Payhawk account, and you’ll later enable expense reports, Payhawk will then automatically create the expense report types corresponding to your existing travel requests.