--- title: "Getting started for Payhawk cardholders in the US" slug: "getting-started-for-payhawk-accountants-in-the-us" description: "Start using Payhawk as a US cardholder: register, activate your account in the Mobile App, link or activate your card, submit expenses, and approve requests." updated: 2026-10-27T15:58:54Z published: 2026-10-27T15:58:54Z canonical: "payhawk.com/getting-started-for-payhawk-accountants-in-the-us" --- > ## 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. # Getting started for Payhawk cardholders in the US Welcome to Payhawk! We are super excited to have you on board and hope to make your life easier with our platform! - The Payhawk Customer Success Team is available to guide you through the entire process and you can also find them in the live chat every Monday-Friday from 08:00-18:00 CET for proactive support. - If you need to check some of the most common questions, search through the resources on the Payhawk [help center](https://payhawk.com/help-center). ## Audience This guide is for US-based employees who use their corporate cards to pay for company expenses. It explains how to register and activate your Payhawk account, link your corporate card, and start using it for business purchases. You’ll also learn how to create and submit expenses, as well as approve or decline expense requests from teammates directly in the Payhawk Web Portal or Payhawk Mobile App, if you’ve been assigned as an approver in an approval workflow. ## Summary This quick start will lead you through the basic steps for using the system as an employee and will help you get up and running with the Payhawk Web Portal and Payhawk Mobile App. 1. [Register to Payhawk with an email invitation from your Payhawk Administrator](/help/getting-started-for-payhawk-accountants-in-the-us#h_834255e633) 2. [Activate your account in the Payhawk Mobile App](/help/getting-started-for-payhawk-accountants-in-the-us#h_f344369286) 3. [Link your corporate card](/help/getting-started-for-payhawk-accountants-in-the-us#h_1c88e80ec4) 4. [Pay with your card](/help/getting-started-for-payhawk-accountants-in-the-us#h_d7d6c0fff1) 5. [Upload your expenses in the Payhawk Mobile App](/help/getting-started-for-payhawk-accountants-in-the-us#h_977021465f) 6. [Approve and decline expenses](/help/getting-started-for-payhawk-accountants-in-the-us#h_d5ceee1db2) **Let's get started with your Payhawk experience!** --- ## Step 1 - Register to Payhawk with an email invite --- The most common way to register your personal Payhawk account is through an email invitation a Payhawk Administrator at your company has sent you: 1. Go to your **Inbox** and open your main folder. 2. Open the invitation email and click on the **Register** button link. As a result, you will be redirected to the Payhawk Web Portal. 3. Create a password for your Payhawk account and re-enter it to confirm it (see [password requirements](/help/registering-to-payhawk-with-an-email-invite)). Click on **Create account**. 4. On the next screen, fill in your first name, last name, and mobile phone number, including the country code starting with a **+** (plus). Click on **Continue**. As a result, you will receive an SMS on the provided number to verify it. 5. In the **Confirm your phone number** dialog, enter the code from the SMS and click on **Verify phone**. ![Web Portal registration: setting a password, setting up the user profile with a phone number, and confirming the phone number with the SMS code.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc1_2_20261009_ai.png) For more information: - [Registering to Payhawk with an email invite](/help/registering-to-payhawk-with-an-email-invite) - [Registering to Payhawk over Active Directory](/help/registering-to-payhawk-over-active-directory) --- ## Step 2 - Activate your account in the Mobile App --- Before you can start using Payhawk, you need to download the Payhawk Mobile App and activate your Payhawk account from there. - [Download Payhawk on iPhone](https://apps.apple.com/gb/app/payhawk/id1440618802) - [Download Payhawk on other mobile devices](https://play.google.com/store/apps/details?id=com.payhawk) The activation of your Payhawk account can be done only from the Payhawk Mobile App: 1. Open the Payhawk Mobile App and enter the email you have already [registered with Payhawk](/help/registering-to-payhawk-with-an-email-invite). Click on **Next**. 2. Enter the password you have already created during registration. Click on **Log in**. 3. If you have Payhawk cards already assigned to you, on the next screen, you will need to create a four-digit security code, which will protect the usage of your virtual and physical cards. Remember, you must not share the security code with anyone! 4. You will automatically be redirected to the next screen. Re-enter the security code. You can now start using Payhawk. ![Mobile app sign-in: entering a work email and password, setting and confirming a security code, then the Home screen.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc2_3_20261009_ai.png) You can easily update your security code by tapping your profile picture in the top-right corner to open **Settings**, and then tapping the **Change security code** option. ![The Home screen in the mobile app with the profile picture at the top right, and the Settings page with the Change security code option.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc3_3_20261009_ai.png) For more information: - [Activating your personal Payhawk account](/help/activating-your-personal-payhawk-account) - [Activating your personal Payhawk account with a one-time password](/help/activating-your-personal-payhawk-account-with-a-one-time-password) --- ## Step 3 - Link or activate your corporate card --- Depending on the type of corporate card issued in your name and the corporate card program it supports, you will either need to link or activate it. ### Company-issued corporate cards If you have a Mastercard or Visa card issued in your name, you can link it directly to Payhawk once a Payhawk Administrator at your company has linked the first card of that type. If your company has enrolled its employees’ linked cards in bulk, your linked card will be already available for you to see in the list. If not, contact a Payhawk Administrator at your company. After your card is linked, all transactions made with it will automatically appear in Payhawk, providing real‑time visibility of your company spending. Note that your card may not appear in Payhawk until you have made a transaction. To link your card: 1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Cards**, then select **Linked cards** in the left pane. 2. Click on the **+** **New** button and select Mastercard or Visa. 3. Then, follow the prompts of the Mastercard or Visa payment network. For the detailed steps on linking your corporate Mastercard or Visa cards: - [Link your Mastercard card to Payhawk](/help/linking-your-mastercard-card-to-payhawk) - [Link your Visa card to Payhawk](/help/linking-your-visa-card-to-payhawk) ### American Express Cards The Payhawk Administrators at your company can issue virtual American Express Cards from Payhawk. If you have been issued such, you will need to activate it either from the Payhawk Mobile App or the Payhawk Web Portal. In the Payhawk Mobile App: 1. Tap **Cards**. 2. Click on **Activate card**. 3. Fill in the required personal data. 4. Tap **Save details**. ![Activating a virtual American Express card in the mobile app: the Cards screen, the personal information forms, and the card being activated.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc4_2_20261009_ai.png) In the Payhawk Web Portal: 1. Open the app switcher in the top-left corner and go to **Cards**. 2. Select the card you want to activate - the virtual American Express Card that is pending activation will have the **DETAILS REQUIRED** tag. 3. Click on **Add personal details**. 4. Fill in the required personal data and click on **Save details**. The card tag will change to **ACTIVE** and you can start using it based on the spend limit and policies assigned to that card. ![Cards list in the web portal next to Robert Fox's card, the Personal information needed form, and the card shown as active.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261001/gs%20acc5.png) For more information: - [Activating your virtual American Express Card](/help/activating-your-virtual-american-express-card) - [Adding your virtual American Express Card to mobile payment systems](/help/adding-your-virtual-american-express-card-to-mobile-payment-systems) ### Virtual Payhawk cards The virtual Payhawk cards are delivered instantly to the cardholder's mobile phone. Your virtual card will be automatically activated once it's issued. To access your Payhawk virtual card, go to the Payhawk Mobile App and tap **Cards**. ### Physical Payhawk cards The activation of your physical Payhawk card can be done only from the Payhawk Mobile App: 1. Tap **Cards**. 2. Enter your Payhawk Mobile App security code. 3. Select the card you want to activate. Tap **Activate card**, and your Payhawk physical card is now ready to use! ![Activating a physical card in the mobile app: the Cards screen with the card awaiting activation and the Activate card button, then the screen for entering the last 4 digits of the card number.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc6_3_20261009_ai.png) For more information: - [Activating your Payhawk card](/help/activating-your-payhawk-card) - [Adding your Payhawk card to Google Wallet](/help/adding-your-payhawk-card-to-google-wallet) - [Adding your Payhawk card to Apple Wallet and Apple Watch](/help/adding-your-payhawk-card-to-apple-wallet-and-apple-watch) --- ## Step 4 - Pay with your card --- Now, let's start spending money and pay with your Payhawk card! ### Pay with your virtual card To access your card, open the Payhawk Mobile App, tap **Cards**, and select the card you want to view. From there, you can see your virtual card details and use it for payments online or in-store through digital wallets like Google Pay or Apple Pay. - [Adding your virtual American Express Card to mobile payment systems](/help/adding-your-virtual-american-express-card-to-mobile-payment-systems) - [Add your Payhawk card to Google Wallet](/help/adding-your-payhawk-card-to-google-wallet) - [Add your Payhawk card to Apple Wallet and Apple Watch](/help/adding-your-payhawk-card-to-apple-wallet-and-apple-watch) ![Opening card details in the mobile app: the Home screen, the security code prompt, and the Cards screen with Add to Apple Wallet.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc7_3_20261009_ai.png) ### Pay with your physical Payhawk card [After you have activated your physical Payhawk card](/help/activating-your-payhawk-card), you can start using it for company-related in-store purchases and pay for your travels all around the world! - You can make your first payment with your physical Payhawk card by using the contactless method if the amount is within the contactless limit set by the merchant. - If the amount is above this limit, you'll need to insert your card into the POS terminal and enter your PIN code. > [!TIP] > Both the contactless limit and whether you need to enter your PIN depend on the merchant’s policies To access your PIN code: 1. Open the Payhawk Mobile App and tap **Cards**. 2. Select the card and tap the **View PIN** option. The PIN will appear on the screen for five seconds. ![Viewing the card PIN in the mobile app: the Home screen, the security code prompt, and the Cards screen with the View PIN option.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc8_3_20261009_ai.png) For more information: - [Activate your Payhawk card](/help/activating-your-payhawk-card) - [Pay with your Payhawk card](/help/paying-with-your-payhawk-card) - [View and reset the PIN for your Payhawk card](/help/viewing-and-resetting-the-pin-for-your-payhawk-card) --- ## Step 5 - Submit your expenses in the Mobile App --- From the Payhawk Mobile App you can submit card expenses and also bills, reimbursement, mileage and per diem expenses as well as company cash. - Card expenses are the expenses you paid with your physical or virtual card. - Bill payments are the expenses that are due or have been paid by your company through a bank transfer. - Reimbursements are the expenses you paid for with your private funds. For this spend type, you need to be reimbursed. - Company cash are the company expenses you paid with cash provided by your company. - Mileage expenses are the expenses for traveling with your vehicle on a business trip. - Per diem expenses are the expenses for travel-related costs on a business trip. ### Submit card expenses Once you make a card payment, an expense will be automatically created in **Spend** and you will receive a notification on your mobile phone to submit the receipt for that card expense. 1. In the Payhawk Mobile App, go to **Spend** and select the expense. 2. Open your phone camera and let it detect the receipt. If you have received the invoice or receipt note over email, you can also upload the image from your gallery or as a file from your local **File** folder. 3. Payhawk will automatically adjust the edges of the document, take the photo, and add the receipt to the expense. 4. Based on the data available in the receipt, Payhawk will extract the expense data and fill it in the fields automatically. However, you may need to fill in additional fields if required by your company or enter receipt data manually if the system hasn’t extracted it for a reason. ![Submitting a card expense in the mobile app: the Spend screen, the expense without a document, the receipt photo, and the expense ready to submit.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc9_2_20261009_ai.png) ### Submit bills, reimbursements, and company cash You can submit any expense you need to pay or have already paid through a bank transfer, company funds, or personal funds: 1. In the Payhawk Mobile App, go to **Spend** and tap the **+** (plus) icon next to your profile picture. 2. Select the type of expense you are uploading. 3. Your phone camera will open, and the Payhawk data extraction tool will enable the device to automatically take a photo of the invoice or receipt note. 4. Review the currency and amount. 5. Add a note of the expense (for example, dinner with a client). 6. Select the expense category, project, trip, or cost center (if required). 7. Tap **Submit**. As a result, your expense request is sent to the relevant approvers. ![Submitting a bill in the mobile app: choosing Bill in the Add menu, photographing the invoice, entering the currency and amount, and the bill ready to submit.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc10_2_20261009_ai.png) ### Submit mileage expenses You can create mileage expenses and submit them to the relevant approvers: 1. In the Payhawk Mobile App, go to **Spend** and tap the **+** (plus) icon next to your profile picture. 2. Select **Mileage** and enter the details of your trip, including the vehicle information and the street name and number for both your origin and destination. If you have recently travelled, your previous trip details will be stored under the **Recent** tab. From there, you can replicate the details and update them as needed. 3. Tap **Add mileage**, fill in the required details, and tap **Submit**. As a result, an expense request will be automatically submitted to the relevant approvers at your company. ![Adding a mileage expense in the mobile app: entering the trip addresses, the calculated distance and amount, and the mileage expense ready to submit.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc11_3_20261009_ai.png) ### Submit per diems You can create per diem expenses and submit them to the relevant approvers: 1. In the Payhawk Mobile App, go to **Spend** and tap the **+** (plus) icon next to your profile picture. 2. Select **Per diem** and enter the required trip details. 3. In the **Deductions** field, select the meals that have been included in the price, if any. 4. Tap **Create per diem**. As a result, an expense request will be automatically submitted to the relevant approvers at your company. ![Creating a per diem expense in the mobile app: choosing Per Diem in the Add menu, then entering the trip details.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc12_2_20261009_ai.png) --- ## Step 6 - Approve and decline expense requests --- If you are part of an expense approval workflow, you will be able to approve, reject and delete, or return expense requests to their owner. As an approver, you will receive a notification in your **Inbox** that a request is pending your approval. All requests you have to review will be under the **Pending** tab. Once you approve or decline them, the requests will move to the **All** tab. When rejecting and deleting expense requests, note the following: - When you reject and delete a request for a card expense, this will not delete the expense, but will display the reason for declining to the Payhawk Accountant. - When you reject and delete a request for any other expense, this will delete the expense as well. ### Approve expenses in the Web Portal To approve expense requests in the Payhawk Web Portal: 1. Open the app switcher in the top-left corner and go to **Inbox**, select **Requests to me** in the left pane, then select the desired request. 2. Review the expense-related information and the uploaded expense document. 3. If you want to proceed with approval, click on **Approve**. As a result, the assigned reviewers can continue with the review process. ![The Payhawk Web Portal Inbox with Requests to me selected and a pending expense request open, showing the Approve and Decline buttons and the attached invoice.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc13_v3_20261009_ai.png) If you want to return an expense to the employee who submitted it, click on the **Decline** button. In the dialog that opens, select the **Return to employee** option, provide the reason for your decision, and click on **Return**. If you want to reject expense requests and delete unpaid expenses, click on the **Decline** button. In the dialog that opens, select **Reject and delete**, provide the reason for your decision, and click on **Reject and delete**. ### Approve expenses in the Mobile App To approve expense requests in the Payhawk Mobile App: 1. Go to your **Inbox** and select a request that you want to review. 2. Review the expense-related information and the uploaded expense document. 3. If you want to proceed with approval, tap **Approve**. As a result, the Payhawk Accountants can continue with their review process. ![Approving a request in the mobile app Inbox: the list of pending requests and the request details with Approve and Decline buttons.](https://cdn.payhawk.com/Navigation%20images%20Desi_20261009/gs_acc14_3_20261009_ai.png) If you want to return an expense to the employee who submitted it, tap the **Decline** button. In the dialog that opens, select the **Return to employee** option, provide the reason for your decision, and tap **Return**. If you want to reject expense requests and delete unpaid expenses, tap **Reject and delete**. On the next screen, provide the reason for your decision and tap **Reject**. For more information: - [Approving and declining expense requests](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox) - [Approving and declining fund requests](/help/approving-and-declining-fund-requests) - [Approving and declining ATM withdrawal requests](/help/approving-and-declining-atm-withdrawal-requests)