Payhawk offers a standalone module aimed at companies willing to manage only their travel-related activities separately from the other Payhawk spend management features. This setup provides access only to parts of Payhawk that are relevant to business trips, such as trip requests, approvals, bookings, and expense tracking.
Using the Expenses app
In the Payhawk Expenses app, you can view and review expenses related to your employees’ trips.
Under the Review tab, you can see all expenses for your employees’ trips that are pending review.
Under the All tab, you can see all expenses related to your employees’ trips.
Using the Funds app
In the Payhawk Funds app, you can add funds to your company’s Payhawk account to enable employees to book trips with the Travel AI Agent. For more information, see the article about loading funds to your Payhawk account.
Using the Trips app
In the Payhawk Trips app, you can view all the company’s trips for your employees.
Under the Submit tab, you can view all trip requests that are pending submission by your employees.
Under the Review tab, you can view all trip requests that are pending review by the relevant reviewer.
Under the Approve tab, you can view all trip requests that are pending approval by the relevant reviewer.
Under the All tab, you can view all trip requests by the employees at your company.
Payhawk Administrators can also use the Trips app to create new trip requests. By clicking the Add new button, Payhawk Administrators will be redirected to the Travel AI Agent to create a new trip request.
Using the Employees app
In the Payhawk Employees app, you can add and manage your employees. For more information, see the articles about inviting and deleting employees and managing employees.
Using the Settings app
In the Payhawk Settings app, you can configure the trip requests settings at your company.
Trip requests workflows are configured in Settings > Trips > Workflow, where you can configure the following steps:
The Submit step is required by default. To create and submit trip requests on behalf of employees, the Travel AI Agent will chat with them to gather the necessary information and use it to fill out the request fields.
The Review step is for Payhawk Administrators to define. You can set the relevant people at your company as reviewers. This step will trigger a review request notification in the Agent - in the Web Portal, Mobile App, and Slack (if the integration is configured).
The Approve step is for Payhawk Administrators to define. Note that Payhawk Administrators and Payhawk Accountants are always approvers. This step will trigger an approval request in their Payhawk Web Portal, Mobile App, and Slack (if the integration is configured).
The Pay step is required by default. Once there's a successful approval, the Travel AI Agent automatically issues a virtual card for the employee and books the business trip.
The Close step is required by default. It includes predefined rules for automatically closing requests when the auto-close option is activated and specifies the default roles authorized to manually close requests.
For more information, see the article about configuring trips workflows and policies.