Notifications from the Payments AI Agent

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You can stay informed about your financial activities, including failed card transactions; reimbursement, per diem, or mileage status changes; and approval or rejection of fund requests when using the Payhawk Payments AI Agent through the notifications it triggers.

Types of notifications

The Payments AI Agent provides proactive notifications in the following cases:

  • Failed card transactions

  • Reimbursement, per diem, and mileage status changed to returned, approved, or paid

  • Approved or rejected fund request initiated by the Payments AI Agent

The following table provides a few examples of notifications types and their details:

Notification trigger

Notification

Failed card transaction due to blocked merchant

Your 10.05 BGN GOOGLE transaction on 03 Dec, 2025 08:11 UTC was declined.

Decline reason: The payment was blocked due to merchant category restriction.

What happened: Your Payhawk card was used at a merchant category that is not permitted by your company's spend policy.

Next steps:

  1. Review your company's spend policy for allowed merchant categories.

  2. If this transaction is policy-compliant, contact your administrator to adjust the card's spend policy.

  3. Use an alternative payment method for this purchase.

Failed card transaction due to frozen card

Your 192.39 BGN MICROSOFT transaction on 03 Dec, 2025 08:11 UTC failed because the card is blocked.

Next steps:

  1. Unfreeze your card to allow transactions.

  2. If you believe this is an error, please contact support.

Failed card transaction due to wrong expiry date

Your 27.1 BGN AMAZON transaction on 03 Dec, 2025 08:11 UTC failed because the expiry date entered was incorrect.

To resolve this, please ensure you enter the correct expiry date for your card and try the transaction again.

Approval or rejection of a fund request initiated by the Agent

  • Your fund request for 500 EUR was just approved.

  • Your fund request for 300 EUR was just rejected.

Reimbursement status changed to returned

Your reimbursable expense for 4206 USD has been returned. Reason: return. Title: New expense. Note: not enough information. Next step: This reimbursement was returned by an approver and needs to be revised by the owner.

Mileage status changed to approved

Your mileage expense for 2719.64 USD has been approved on 2025-12-09 T13:19. The expense is for 272 miles - Travel booking with the note “Team building trip,” covering a trip from Sofia, Bulgaria to Sozopol, Bulgaria, 272 miles by personal car.

Reimbursement status changed to paid

Your reimbursable expense for Client dinner for 150 EUR has been paid on 9 Dec, 2025. The payment is expected to arrive in your bank account soon.

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