What is intake-to-pay and how does Payhawk make it different?

Intake-to-pay covers the entire process from an employee requesting something to Finance making the payment. Most systems only manage parts of the journey. Payhawk brings it all together in one flow — requests, approvals, budgets, matching, and payments — so you never lose visibility or control.

How does Payhawk stop overspending?

Every request is linked to a budget from the start. Approvals commit funds in real time, so approvers always see what’s left before saying yes. Line-by-line checks flag mismatches instantly, meaning you only pay for what was actually ordered.

What’s the difference between 2-way and 3-way matching?

2-way matching compares a purchase order against an invoice. 3-way matching goes further by also checking receipts or delivery notes. Payhawk automates this down to the line item, catching discrepancies before they reach your ledger.

Can employees still request things without knowing all the policies?

Yes — that’s the point. Employees can just type what they need in plain language. Payhawk’s AI Agent collects the right info, applies your rules, and routes it for approval. No confusing forms. No compliance headaches.

How flexible are the payment options?

Very. Once a request is approved, Finance can process supplier invoices through AP, or funds can be loaded onto a single-use or employee card. You set the rules — Payhawk makes sure the process is followed.

Procurement software
Intake-to-pay done right — approve spend before it happens

From office supplies to software subscriptions, every purchase starts with a simple request. Faster and easier for everyone involved – from intake to payment.

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Every purchase request, orchestrated from the start

Create, route, and approve requests before spend happens – no more confusion, no more surprises.

Conversational intake

Requests that fit how your team actually works

Turn casual requests into complete, compliant workflows. Employees stay productive — policies run in the background. All it takes is a message, a screenshot or even a voice note.

An image showing the conversational intake process of the Procurement AI Agent

Workflow designer

From chat to workflow – automatically

Every spend type runs on its own policy. Intelligent routing ensures every purchase request lands with the right approver, reviewer, and budget owner. Based on your rules, roles, and process, requests follow the exact path you set. Our AI Agent does the chasing – so nothing falls through the cracks.

A visualisation of Payhawk's Procurement Agent workflow

Collaboration

One shared view, no more silos

Approvals, supplier info, budgets, conversations – it’s all in one place. That means no more email chains, no duplicate work, and no doubt about what’s approved, by whom, or why. Employees are automatically updated on next steps and finance has all the context to act with confidence.

Real-time budget visibility

Know where every cent is going – before it's spent

Every purchase request is tied to the right budget for accurate, real-time decision making. Plan for spend before it hits your ledger. No waiting until month-end. No guessing. Just live visibility into every commitment, allocation, and upcoming expense.

An image showing the real-time budget visibility layout in Payhawk

"As a motorsport team, our expenses cover everything from expensive tyres and fuel to travel/accommodation expenses and event staff… Payhawk helps us manage these costs efficiently and avoid overspending."

Ryan Franklin, Financial ControllerRead the case study

Total payment confidence — before a cent leaves your account.

See what’s approved, match every line item, and track spend in real time. So you never overpay, overspend, or overlook an error again.

Line-item verification

Catch discrepancies before they cost you 

Line-by-line checks flag mismatches instantly. Discrepancies trigger additional approvals, so you only ever pay for what was actually ordered.

Intelligent 3-way matching

Prevent fraud and human error — at the source

2- and 3-way line-item matching ensures every invoice, GRN, and PO aligns — no gaps, no surprises.

Flexible payments

Approved? Pay your way

Pick the payment method in your workflow. Choose to process supplier invoices through Finance or load funds directly onto employee cards for self-service payments.