---
title: "Setting discrepancy rules for requests"
slug: "setting-discrepancy-rules"
description: "Set discrepancy rules for requests and purchase orders in Payhawk: define tolerance thresholds and conditions on the Payhawk spend management platform."
updated: 2026-10-19T10:36:33Z
published: 2026-10-19T10:36:33Z
canonical: "payhawk.com/setting-discrepancy-rules"
---

> ## 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.

# Setting discrepancy rules for requests

To simplify the payment process, Payhawk allows you to define discrepancy rules for request-related spend types that allow for deviations in the amounts stated in the request and in the invoice.

Payhawk triggers a two-way matching process for requests based on the request data and the invoice. If, during the matching, Payhawk identifies a discrepancy between the amounts, the system will trigger an approval process for the payment according to the pre-defined workflows for the spend type linked to the request.

## Notes on discrepancy rules

To streamline the payment process, Payhawk allows Payhawk Administrators to define discrepancy rules for request-related expenses. These rules determine how much deviation from the approved amount is acceptable before the system triggers a discrepancy approval workflow.

- Payhawk will trigger a discrepancy approval workflow for the expenses related to the requests if the invoiced amount is higher than the amount on the request, with more than the allowed discrepancy threshold.
- Discrepancy rules can only be set in your base account currency. If a request is received in a different currency, Payhawk uses the current exchange rate to calculate the discrepancy. For example, if you set a discrepancy rule of GBP 20 and receive a request exceeding the approved amount by EUR 21, no discrepancy will be triggered.
- If an expense is associated with a purchase order, purchase order categories configured to require receipt notes will trigger a 3-way matching process (between the purchase order, invoice, and receipt note). In contrast, purchase order categories that do not require receipt notes for purchase orders will trigger a 2-way matching process (between the purchase order and invoice).
- If during the matching, Payhawk identifies a discrepancy between the amounts in the documents, the system will trigger an approval process for the payment according to the pre-defined workflows for the request type.

Payhawk will trigger a discrepancy approval workflow for the expenses related to the requests and purchase orders in the following cases:
  - If the invoiced amount is higher than the amount on the purchase by more than the allowed discrepancy threshold.
  - If the received items exceed the purchased quantity and a 3-way matching process is triggered.
  - If the received items are fewer than the purchased ones.

## Defining discrepancy thresholds

To define discrepancy thresholds for requests:

1. Go to **Settings** > **Requests** > **Types**.
2. Select the desired request type, for example, **Hardware**.
3. Go to its **Workflow** tab and click on **Edit workflow**.
4. Click on the **Pay** step:
  1. Under **Discrepancy detection**, enable the **Allow small discrepancies to skip approval** toggle button, if you want to trigger a discrepancy workflow for the related expenses when the spend amount is more than the requested amount.
  2. Set a percentage and/or specific amount as the acceptable threshold.
5. Click on **Save**.
6. Click on **Publish workflow**.

![Workflow for editing payment methods with options for bills and card expenses.](https://storage.googleapis.com/payhawk-cdn/Adm%3ARequests/discrepancy_thresholds_pay%20step.png)

## Useful resources

- [Defining approval workflows for requests](https://help.payhawk.com/en/articles/8537324-setting-workflows-for-requests-and-purchase-orders)
- [Updating expense categories in Payhawk](/help/creating-editing-and-deleting-expense-categories)