Payhawk helps growing businesses control spending and simplify financial processes as they grow with the following features and more:

• Centralised spend management: Manage expenses, budgets, and invoices across your entities, all in one place. Plus, only pay per platform rather than per transaction (vital for scaling retail and hospitality businesses)
• Corporate cards: Get Visa credit and debit cards in different currencies, issue cards in seconds, and auto-cancel them with integrations to HR systems
• Expense management: Easily capture receipts and invoices via the user-friendly app and OCR. Plus auto-chase missing receipts to save time and stress
• Spend controls: Set limits, create budgets, restrict spending, customise approval flows, and adjust them according to your team's structure, growth, and so on. Set different controls per venue, per HQ team and more, and update as you scale
• Seamless integrations: Sync with Microsoft Dynamics, NetSuite, Sage Intacct, Xero, and more to automate data entry and reconciliations (and save hours and even days)
• Invoice management: Automatically process and sync payments to your ERP. Match info in Payhawk to your ERP so you can quickly check your P&L and expected spend
• Bulk processes: Import and export expense categories to your ERP in bulk, review expense in bulk, pay expenses in bulk, and much more, to save time ... especially as you scale

Yes. You can automate manual admin and accounting tasks and dramatically improve you month end processes by leveraging Payhawk's native integrations with integrations like NetSuite and Sage Intacct. Sync your master data, invoices (for suppliers), payments, and bank transactions to enjoy seamless spend data transfer in accordance with the accounting principles.

Payhawk is ideal for retail and hospitality businesses because we provide control and visibility (and segmented spend categorisation) across both spending in HQ and spending per store or venue. The custom fields and categorisation that you can set up in Payhawk (and match with your ERP) means you can segment spending in order to track it across different entities (venues) or teams (like marketing, IT, sales, etc.).

Stephen Wilkinson, Finance and Operations Director at Astrid & Miyu, describes it best:
"The finance team loves the flexibility of different categories and locations within Payhawk because of our retail footprint plus e-commerce. We use custom workflows for store teams as well as the Head office. Now, we've given the stores ownership of their spend (monitored by store managers). And the same for Head Office teams."

Payhawk gives businesses complete control over employee expenses — no matter whether the employee is on the road, in the office, or in-store — making it ideal for customer-facing roles in retail and hospitality. You can:

• Set spend limits in the solution that roll out across the cards and app: Define daily, monthly, or per-transaction limits for travel, meals, or procurement that are almost impossible to break. Limits and controls appear where cardholders spend, so everything is clear and straightforward.
• Advanced card controls: Restrict card use by location, merchant type, or category to prevent unauthorised spending as above
• Customise policies: Create tailored expense policies by role or department, ensuring compliance across the board
• Real-time approvals: Enable instant approvals within set limits and set workflows with different levels for bigger spend
• Real-time visibility: Track spending as it happens and monitor budgets with up-to-date reports

Payhawk simplifies expense approvals with automated workflows that route requests to the right person in real-time based on custom rules like spend limits or team budgets.

Store teams, marketing, and HQ teams can submit expenses directly through the app, where approvals are instant and hassle-free. This eliminates manual follow-ups, reduces delays, and ensures compliance across all locations. As Stephen Wilkinson, Finance and Operations Director at Astrid & Miyu, explains: ""The team loves the flexibility for different categories and locations because of the retail footprint plus e-commerce. We use custom workflows for store teams as well as the Head office. Now, we've given the stores ownership of their spend (monitored by store managers). And the same for Head Office teams."

With advanced card controls, Payhawk empowers teams while also helping finance maintain oversight. Managers can assign transaction limits, restrict spending by category, or create temporary cards for one-time purchases. Cards are tailored to specific needs — such as store teams managing vendor payments or marketing teams tracking campaign budgets. Combined with real-time visibility, these features allow finance teams to centralise control while empowering employees to manage their own spend efficiently. David Watson, Group Financial Controller at State of Play, calls this integration with systems like NetSuite “a game changer” for managing multi-entity spend.

Astrid & Miyu, report:

• By reducing processing time by two-thirds and spreading expense workloads across the month, Payhawk alleviates the stress of month-end close
• They have cut AP ledger closures by two days and gained visibility across all locations
• With 15,000 expenses processed this year across four countries, Payhawk has supported seamless approvals, fewer delays, and smarter spending decisions

Payhawk is very highly rated by both finance and non-finance employees (see G2), making it incredibly intuitive for store managers and team members to submit expenses and manage budgets. With features like mobile receipt scanning, employees can quickly upload receipts on the go, while AI-powered OCR automatically categorises expenses and eliminates manual data entry. Custom workflows ensure store teams can handle their budgets autonomously, with pre-set rules guiding approvals and spending limits.

Melina Bale, Head of International Brand Marketing & Communications at Astrid & Miyu, says:
"A huge change for me with starting to use Payhawk was the app. I travel a lot, so being able to just look on the app, and do my expenses on the go has meant that I now don't need to block out hours at the end of the month to do all of my expenses. I don't lose receipts either!... And it also means approve all team's expense on the go too... it saves so much time."

Expense management is crucial in the retail and hospitality industry because these sectors operate with tight margins, high transaction volumes, and diverse spending needs across multiple locations and channels including e-commerce, high street stores, and more. Efficient expense management helps businesses maintain control over costs, ensure accurate budget tracking, and streamline supplier payments while empowering teams to manage their own spend. With real-time visibility, automated workflows, and seamless integrations, businesses can reduce errors, eliminate manual processes, and make data-driven decisions to optimise profitability and growth.