---
title: "Getting started for Accountants - Payhawk Help Center"
slug: "getting-started-for-payhawk-accountants"
description: "Get started with Payhawk spend management platform for accountant role: manage expenses, monitor card limits, handle suppliers, schedule payments and exports."
updated: 2026-10-27T13:55:41Z
published: 2026-10-27T13:55:41Z
canonical: "payhawk.com/getting-started-for-payhawk-accountants"
---

> ## 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 Accountants

Welcome to Payhawk!

- 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 company employees who have Payhawk Accountant rights for managing and exporting all company expenses, reviewing corporate card operations, and monitoring suppliers.

## Before you start

To be able to follow the steps in this guide, you need to first:

1. [Register to Payhawk with an email invite](/help/registering-to-payhawk-with-an-email-invite) or [over Active Directory](/help/registering-to-payhawk-over-active-directory).
2. [Activate your personal Payhawk account](/help/activating-your-personal-payhawk-account).

For more information, see the articles about [configuring your personal Payhawk profile settings](/help/personal-profile).

## Summary

This quick start will lead you through the basic steps for using the system as a Payhawk Accountant and will help you get up and running with the Payhawk Web Portal and Payhawk Mobile App where needed.

[Step 1 - Manage your company expenses](/help/getting-started-for-payhawk-accountants#h_1aa2bdfc06)

[Step 2 - Monitor card limits and spend policies](/help/getting-started-for-payhawk-accountants#h_e600cd283f)

[Step 3 - Create and edit supplier details, and export suppliers](/help/getting-started-for-payhawk-accountants#h_2ba6a408ee)

[Step 4 - Schedule bank payments](/help/getting-started-for-payhawk-accountants#h_8c3f89c616)

[Step 5 - Export expenses on demand and schedule email exports](/help/getting-started-for-payhawk-accountants#h_d39ec14d31)

[Step 6 - Approve and decline expense requests](/help/getting-started-for-payhawk-accountants#h_4efb3d3925)

**Let's get started with your Payhawk experience!**

---

## Step 1 - Manage your company expenses

---

You can quickly manage, monitor, and pay all your company spend in **Spend**. Log in to your account on the Payhawk Web Portal, open the app switcher in the top-left corner, and go to **Spend**.

### Overview of expenses for Payhawk Accountants

Expenses in Payhawk can be any of the following types depending on the source of funding:

- Bill payment is a due or paid expense from your company's Payhawk account or an external bank account.
- Company cash is an expense that has been paid with company cash.
- Reimbursement is an expense that has been paid with personal (employee's) funds. Reimbursable expenses also include per diems and mileage.
- Card expenses are automatically created whenever an employee pays with their corporate card.

For more information, see the articles about [expenses for Payhawk Accountants](/help/overview-of-expenses-for-accountants) and [authorized and settled card payments](/help/authorized-and-settled-transactions).

Managing your company expenses can include the following actions:

- [Creating and submitting expenses from the Payhawk Web Portal](/help/creating-and-submitting-card-expenses)
- [Creating and submitting expenses from the Payhawk Mobile App](/help/submitting-expenses-in-bulk)
- [Editing and deleting expenses from the Payhawk Web Portal and Payhawk Mobile App](/help/managing-expenses-in-the-portal)
- [Uploading expense documents and using the camera and OCR](/help/managing-receipts-and-invoices-in-the-app)
- [Closing the month and archiving expenses](/help/closing-the-month-and-archiving-expenses)
- [Filtering](/help/searching-and-filtering-expenses-and-payments) and [downloading expenses](/help/downloading-expenses)
- [Viewing expense history](/help/viewing-expense-activity)

### Save and manage filtered views

If you frequently search for and filter by a particular kind of expense - for example, category, employee, or total amount - then, saving that filtered view will save you some time.

You can save and manage views of your filtered expenses in Payhawk.

1. Filter the desired expenses by the required criteria.

![Spend list filtered by approval status with Not submitted and Pending approval selected](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/filtering%20expenses.png)
2. Select a relevant name for your view.

![Manage views panel with a new view name entered for the filtered Spend list](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/saving%20expense%20filters.png)
3. Manage your saved filtered views from the left pane: under **Saved views**, click on the three dots menu next to the desired view.

![Saved view in the Spend left pane with its three dots menu showing Edit and Delete](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/expense%20req%20%281%29.png)

Select **Edit** to update the view and, then, save your changes, or select **Delete** to remove it.

For more information:

- [Filtering expenses](/help/searching-and-filtering-expenses-and-payments)
- [Saving and managing filtered views](/help/saving-and-managing-expense-views)

### Pay company expenses

You can pay company expenses directly from Payhawk in less than 30 seconds.

In this way, your organization acquires a holistic view of its payments as it combines card, cash, and bank payments in a single process.

1. Go to **Spend** and click on the **+ New** button to create an expense.
2. Select **Bill** and upload the invoice you wish to pay.
3. Check that all the details of the expense are correct and mark the expense as reviewed.

![Confirmation dialog asking to mark a bill as reviewed without approval](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/gs%20acc%201.png)
4. In **Spend** > **All spend**, go to the **Pay** > **Confirm details** tab, select the newly-created expense, and click on the **Confirm details** button.

![Spend Pay tab with Confirm details selected and a bill open showing the Confirm details button. Expenses that are part of an expense report show the report icon next to their amount.](https://cdn.payhawk.com/recurring-request-icon_20261021_ai/getting-started-for-payhawk-accountants-05_20261021_ai.png)
5. Go to the **Pay** > **Authorize** tab and click on the **Authorize** button to initiate the payment run.

Note that for GBP invoices, Payhawk uses the Faster Payments payment schema and for EUR invoices, Payhawk uses the SEPA and SEPA Instant payment schema.

![Spend Pay tab with Authorize selected and an expense open showing the Authorize button](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/Screenshot%202024-02-13%20at%2016_13_45.png)
6. You will receive a confirmation request in the Payhawk Mobile App. Proceed by clicking on **Confirm**. Once confirmed from the mobile, the expense automatically changes its status to processing and after being processed by the bank, the status will change to paid.

When you've added the payment details of a supplier, Payhawk will automatically apply and use the account details for payments to the same supplier so that you can pay the invoice directly after reviewing it.

Also, Payhawk will save the payment information, that is, IBAN, Reference, Date, and Payment source, and provide it for you in your export file.

For more information:

- [Creating, archiving, and searching for suppliers](/help/creating-archiving-and-searching-for-suppliers)
- [Editing, viewing, and applying supplier details](/help/editing-viewing-and-applying-supplier-details)
- [Scheduling payments](/help/scheduling-payments-for-bills-and-reimbursables)
- [Managing scheduled payments](/help/managing-scheduled-payments)

---

## Step 2 - Monitor card limits and spend policies

---

Sometimes keeping an eye on all corporate cards can be challenging and monitoring card limits and spend policies that affect a specific card can become demanding time- and effort-wise.

In Payhawk, corporate cards can be affected by stand-alone limits, spend policies, and team cards. While, as a Payhawk Accountant, you cannot define spend policies, issue individual corporate cards, or create team cards, you can [monitor these and the cards that are affected by shared budgets or spend policies](/help/viewing-spend-policies-and-affected-cards).

### Stand-alone limits

In Payhawk, a stand-alone limit is a monthly recurring limit defined for a corporate card. For more information, see the article about [issuing cards for employees](/help/issuing-physical-cards).

### Spend policies

Company spend policies include predefined limits and other settings for cardholders whose cards are included in that spend policy.

Spend policies help Payhawk Administrators manage multiple cards by using a company policy where they can configure limits and card settings for executives, managers, and employees alike. Spend policies also provide options for defining card controls on a group level - for example, recurring limits, ATM withdrawals, and approval chain for requests - and managing all cards in bulk without the need to deal with individual card controls.

For more information:

- [Overview of spend policies](/help/overview-of-spend-policies)
- [Viewing spend policies and affected cards](/help/viewing-spend-policies-and-affected-cards)

### Team cards

Generally, team cards are shared budgets that apply to the cards of two or more cardholders within the company.

For more information:

- [Creating and closing team cards](/help/creating-and-closing-team-cards)
- [Viewing team cards and details](/help/viewing-team-cards-and-details)

---

## Step 3 - Create and edit supplier details and export suppliers

---

Payhawk allows you to input the supplier information once, store it, and apply it to expenses that are due to a specific supplier.

For more information:

- [Overview of the supplier management solution at Payhawk](/help/overview-of-suppliers-for-accountants)
- [Affected expense management workflows](/help/workflows-affected-by-supplier-management)
- [Warning and error messages for supplier management](/help/warning-and-error-messages-for-supplier-management)

### Create suppliers

You can create a new supplier in several ways. However, this guide shows how to create a supplier from the **Suppliers** app:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to **Suppliers**.
3. Click on the **+ New** button.
4. In the panel that opens, fill in the available data and click on **Save**. As a result, your supplier is listed under the **Suppliers** > **Active** tab.

![Add supplier panel opened from the + New button in Suppliers](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/creating%20supliers%20suppliers%20app.png)

For more information:

- [Creating, archiving, and searching for suppliers](/help/creating-archiving-and-searching-for-suppliers)
- [Editing, viewing, and applying supplier details](/help/editing-viewing-and-applying-supplier-details)
- [Editing the supplier expense categorization](/help/editing-the-supplier-expense-categorization)

### Archive suppliers

If a wrong supplier has been added to the list with active suppliers, an existing supplier has become outdated, or the supplier details are inaccurate and you prefer to keep them out of use instead of deleting them, you can move the supplier under the **Suppliers** > **Archived** tab.

1. Go to **Suppliers** > **Active** tab.
2. Select the desired supplier by clicking on it.
3. Click on its three-dot menu and select the **Archive** option. As a result, the supplier will move under the **Archived** tab.

![Supplier record with its three dots menu showing the Archive option](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/archiving%20suppliers.png)

For more information, see the article about [creating, archiving, and searching for suppliers](/help/creating-archiving-and-searching-for-suppliers).

### Manually import suppliers

You can manually import your existing suppliers by using the Excel template file and, similarly, export your existing supplier database from Payhawk.

Note that you won't be able to manually import suppliers if you have an [active ERP integration with Payhawk](/help/erp-systems).

1. Go to **Suppliers**.
2. Click on the three dots menu, select the **Import suppliers** option, and click on the **the template file** link to download the template file locally.
3. Fill in the necessary data for the supplier import in the file and go back to Payhawk and upload the file with your supplier data. Click on **Continue**.
4. On the next screen, a summary of the uploaded data will be displayed. Confirm the import in the system and click on **Import**.

![Import suppliers from an Excel file page with the template file link and upload area](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/importing%20suppliers%20%281%29.png)

For more information:

- [Manually importing and exporting suppliers](/help/manually-importing-and-exporting-suppliers)
- [Syncing suppliers between Payhawk and ERP systems](/help/syncing-suppliers-between-payhawk-and-erp-systems)

---

## Step 4 - Schedule bank payments

---

People with the rights to confirm details at the company can schedule bill payments to be executed on the expense due date, a specific date, or to be paid immediately after their authorization.

Also, the scheduling can be done for single expenses one by one or for multiple expenses in bulk.

To schedule a single bill payment over a bank transfer:

1. Open the app switcher in the top-left corner and go to **Spend** > **All spend**, then open the **Pay** > **Confirm details** tab and select the desired expense.
2. From the **Payment execution method** drop-down menu, select the payment option:
  - **Pay now** for executing the bill payment immediately after its authorization by the respective people at your company.
  - **Due date** for executing the bill payment on the expense due date as detected by Payhawk's data extraction tool. Note that due dates can only be set in the future.

![Bill payment execution set to Due date with a warning that past due dates cannot be scheduled](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/Screenshot%202024-02-13%20at%2012.35.53.png)
  - **Specific date** for executing the bill payment for a date you select from the calendar. Note that past dates will be disabled.

![Bill payment execution set to Specific date with the calendar open to pick an execution date](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/Screenshot%202024-02-13%20at%2012.36.39.png)
3. When ready with the details confirmation of the expense, click on **Confirm details**. As a result, the expense will move under the **Pay** > **Authorize** tab for the authorized people at your company to proceed with the payment or confirm it for scheduling.

For more information:

- [Scheduling bank payments in bulk](/help/scheduling-payments-for-bills-and-reimbursables)
- [Managing scheduled payments](/help/managing-scheduled-payments)
- [Overview of expenses for accountants](/help/overview-of-expenses-for-accountants)

---

## Step 5 - Export expenses on demand and schedule email exports

---

As a Payhawk Accountant, you can export your data for accounting purposes. The Payhawk on-demand export allows you to get the exact data you need, slice and dice it as you wish, and be on top of your numbers.

For expense data reporting, Payhawk supports the following formats by default:

- Excel
- CSV with and without document images
- PDF full account statement
- CAMT.053

The on-demand expense reports in Excel and CSV include the following data:

- Balance statement
- Payments
- Unpaid expenses
- External payments
- Deposits

### Export accounting data in Excel

Exporting accounting data from Payhawk is a straightforward and user-friendly process. Note that all on-demand reports are downloaded directly in the browser and that at the time of file download, you will also receive an email with a download link, which for security reasons is only valid for 12 hours.

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to the **Export** app. Click on the **Export** button. As a result, the **On-demand export** dialog appears.
3. In the dialog and from the **Period** drop-down list, either select a predefined period or choose the **Custom period** option to define a specific date range***.***
4. Select the format in which you want to generate your expense report by clicking on the respective field, for example, **Excel**. As a result, the **Export** button becomes active and displays the number of expenses which will be included in the Excel report.
5. Click on the **Export ([number])** button to download the report to your computer.

![On-demand export panel in Export with the Excel format selected](https://cdn.payhawk.com/Navigation%20images%20Desi_20261002/export%20on%20demand.png)

### Schedule email reports

You can schedule your expense reports in CSV, Excel, and CAMT.053 formats and define the frequency at which they will be sent to you or your team by email.

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Open the app switcher in the top-left corner and go to **Export** > **Scheduled exports**.
3. Click on the **Add scheduled export** button.
4. Select the team member who will receive the scheduled report, its format, and its frequency.
5. Click on **Schedule export** to confirm your choice.

![Interface for scheduling exports with options for template, period, and delivery details.](https://cdn.payhawk.com/Acc%3AGetting%20started-Dec25/scheduling%20reports_step5.jpg)

For more information:

- [Exporting expense data on demand](/help/exporting-expenses-and-payments-on-demand)
- [Exporting the carbon emissions report](/help/enabling-the-carbon-emissions-tracking)
- [Creating, editing, and deleting scheduled email reports](/help/managing-scheduled-email-reports)

---

## Step 6 - Approve and decline expense requests

---

If your company uses an expense workflow and you are part of the approval chain, you will be able to approve and decline expense requests.

As an approver, you will receive the expense requests in your **Inbox**. All requests that 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 on the Payhawk Web Portal

To [approve expense requests in the Payhawk Web Portal](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox):

1. Open the app switcher in the top-left corner and go to **Inbox** > **Requests to me**, then 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, click on **Approve**. As a result, the Payhawk Accountants can continue with their review process.

![Inbox Requests to me with a pending expense request open and the Approve and Decline buttons](https://cdn.payhawk.com/Navigation%20images%20Desi_20261001/gs%20acc13_v2.png)

If you want to [decline the expense request](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox), 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**.

You can also [reject and delete the expense request](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox) by selecting the **Reject** option, providing the reason for your decision, and clicking on **Reject**.

### Approve expenses in the Payhawk Mobile App

To [approve expense requests in the Payhawk Mobile App](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox):

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.

![Payhawk mobile app Inbox with the Requests list, and a pending expense request open with the Approve and Decline buttons](https://cdn.payhawk.com/Navigation%20images%20Desi_20261008/gs_acc14_2_20261008_ai.png)

If you want to [decline the expense request](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox), tap the **Decline** button. In the dialog that opens, select the **Return to employee** option, provide the reason for your decision, and click on **Return**.

You can also [reject and delete the expense request](/help/approving-and-declining-expense-requests-from-the-payhawk-inbox) by selecting the **Reject and delete** option, providing the reason for your decision, and tapping **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)