You can directly forward invoices for paid or unpaid expenses, which you have received over the email, to the unique email address generated for your company such as your.company@invoices.payhawk.com.
For more information on how to set up your Mailbox, see Configuring the Mailbox.
Sending invoices for expenses
To submit an invoice, forward the received invoice to the unique email address generated by Payhawk for your company – your.company@invoices.payhawk.com. For example, if your company name is Digital Strategy, the email address will be digital.strategy@invoices.payhawk.com.
Payhawk will automatically identify the correct entity which matches this invoice and check whether it’s been paid or unpaid.
If the invoice is already paid, Payhawk will automatically match the document with the existing card transaction expense. You will only need to submit the expense.
If the invoice is still unpaid, Payhawk will automatically create a new bill expense in the system. The data extraction algorithm with built-in OCR will automatically extract and fill in the bill data. Once reviewed, the bill will be due for payment by the authorized people at your company.
Payhawk can automatically assign the bill owner in two cases:
If the invoice includes a buyer contact, Payhawk sets that person as the bill owner and notifies them.
If Payhawk automatically matches the bill to a request, the request owner becomes the bill owner, and Payhawk notifies them.
Verifying the successful processing of documents
For each expense document you send over to the Mailbox, Payhawk will automatically send you back a verification email in the same thread so that you have context and information about the submission status of the document.
If you don't receive the notifications in the thread, verify that the conversation mode for your email client is enabled. For more information, see the Gmail or Outlook 365 configuration guides.
If the expense document has been successfully matched to a paid expense, Payhawk will send you a success confirmation email in the thread. To view the expense details, click on the View the expense link in the email.
If the expense document has successfully created a new expense, Payhawk will send you a success confirmation email in the thread. To view the expense details, click on the View the expense link in the email. You'll also have a notification in your Payhawk account Inbox under the All tab.
If the expense document has not been successfully matched to a paid expense, Payhawk will send you an email in the thread. Click on the Go to your Inbox link inside to go to the Pending tab of your Payhawk account Inbox and attach the expense document.
If for some reason Payhawk cannot process the expense document, you'll receive a system message with an explanation whose template will vary depending on the email client you are using.
Possible reasons for failed processing are unsuccessful security checks of the sender's email or exceeding the allowed number of 40 attached expense documents. You need to contact your Payhawk administrators, or address the issue and resend the expense document.
In the rare cases in which Payhawk has matched the document to the wrong expense, you can move the expense by switching to the Expenses app and using the Move to another expense functionality.
Viewing the history of Mailbox requests
To make sure your sent payment documents are all successfully handled, filter your Inbox requests:
Go to Inbox.
Click on Add filter.
Select Request type > Mailbox requests.
Specifics
The Mailbox can process up to 40 images or PDF documents sent as email attachments. Payhawk scans each attachment and processes only the ones which are valid expense documents. For example, if you send 5 attachments, but only one is an invoice, Payhawk picks up only that one.
If there are no attachments, Payhawk will automatically parse the email body and create a document for you - for example, for your Uber receipts.
