Moving your company's recurring spend to Payhawk cards

By moving your recurring spend to employees’ Payhawk cards, you can boost spend through Payhawk, earn cashback, manage spend more effectively, and lower the cost of your Payhawk subscription.

Benefits

By switching your company's recurring spend to Payhawk cards, you can gain the following benefits.

Before you start

1. Make sure you have Administrator or Accounting rights in Payhawk.

2. Agree internally on who will own subscription hygiene. Usually, this is the Procurement or Finance team.

Step 1: Map your existing recurring spend

Start by listing all your recurring spend, paid by bank transfer or cards from other providers. Think SaaS, ERPs, marketing, utilities, and more.

If you don’t directly manage these subscriptions:

• Talk to Procurement – they usually track contracts across departments.

• Check your vendor list (in your ERP or wherever you track suppliers) and see if any common vendors are there that you could move.

Step 2: Confirm the vendor accepts card payments

Look in the vendor’s billing portal for Credit / Debit Card as a payment option. The following table lists the most common vendors that accept card payments. You can also find a link to their billing portal on the right.

• If you can’t find your vendor in the list, email them or check online.

• This list isn’t exhaustive - your business may have other vendors whose payments are eligible for cashback. Still, it’s a great place to start.

Step 3: Configure spend limits and controls

While this step is optional, it is highly recommended.

1. Select the desired card and go to Settings > General settings > Spending limit and Recurrence > Monthly.

2. Set a monthly limit slightly above the subscription fee.

3. Optionally, block unrelated Merchant Category Codes (MCC) or restrict the card to that specific vendor.

4. Save.

For more information:

• Setting spend limits and card controls for individual cards

• Setting spend limits and card controls for spend policies

Step 4: Update the payment method with each vendor

1. Log in to the vendor’s billing portal.

   You can use the table in Step 2 with the most common vendors that accept card payments. The link in the table takes you directly to the chosen vendor's billing portal.

2. Replace the old card or bank details with the Payhawk card number, expiry, and CVC.

3. Set the Payhawk card as primary.

4. Note the next charge date.

Step 5: Track and optimise subscriptions in Payhawk

This step is optional.

1. Open Subscriptions to see upcoming renewals, spikes in spend, and unused licences.

2. Cancel, pause, or lower limits directly from the dashboard.

For more information:

• Overview of subscriptions

• Creating and deleting subscriptions

• Editing subscriptions

In conclusion

That's it. Recurring business spend just got easier to manage. If you've completed the setup, you now earn cashback on every transaction while tracking and controlling spend in real time across teams and departments.

Useful resources

• Overview of cards, card limits, and advanced card controls for administrators

• Recurring purchases

• Issuing virtual cards