EXPENSE MANAGEMENT SOFTWAREPut your expense management on autopilot
No more lost receipts, no more manual data entry. Manage employee spend and close the books in real time across all your business entities — with unmatched automation of your manual expense work.
Close your books in real time with smart automation at every step
Submit, track, approve, review, and pay expenses – with all your company spend in a single platform.
Get expense reports on time, automatically and error-free
Eliminate manual work with automation built into your company cards and reimbursables. Let us do the heavy lifting with our intuitive mobile app, receipt chasing automations, smart rules for expense categorisation, and more.
Embed your expense policies in every swipe
Auto-enforce control on every transaction. Set proactive card controls and spend policies to prevent unwarranted expenses. Make sure expenses always go through the correct approvals with custom workflows.
Automate expense reviews
Control the required fields for employees to fill out. Combine that with smart suggestions and custom auto-categorisation rules, making expense processing a breeze. With the help of our bulk review assistant, you'll only look at the expenses you have to.
Close your books automatically every day
Reconcile employee spend in real time, any time. With live ERP integrations, powerful APIs and customisable accounting exports, we help you keep expense and payment data in sync. Bring your master data into Payhawk, ensuring seamless reconciliation with all the right categorisation.
Don’t take our word for it
Finance leaders from over 32 countries run spend management on Payhawk.
"We've boosted employee productivity by over four times and expect even greater impact as our fleet grows! Payhawk's automation has significantly cut processing time and reduced the errors that came with manual expense handling."
"With Payhawk, we get real-time information on the business and can track our expenses and costs for each event. We use custom fields adding expenses in Payhawk (and synced to NetSuite) to report on margins by event at the end of each month."
“Before Payhawk, our time was consumed with chasing expense data from employees. But now, we have more time to analyse spend, more transparency, tighter control over all the expenses, and much less paperwork.”
Keep waiting times down and employee satisfaction high
Reimburse employees directly to their bank accounts from the platform:
- Approve reimbursement requests on the go
- Make free local payments in EUR, GBP, and USD
- Save time issuing reimbursements in bulk
- Automatically reconcile payments in your ERP
Consolidate all your spend in one place
Manage employee expenses alongside all other company spend. With Payhawk you get complete control over your policies, workflows, and payments in a single platform.
Our expense management process at a glance
Automated receipt chasing starts with a swipe of your Payhawk card. For reimbursements, you can make attaching a receipt to requests mandatory.
Expenses are automatically sent to the right person for approval, thanks to unique approval workflows per expense type. No more approval delays during holiday seasons, thanks to out-of-office delegation of approvals.
Reimbursements are paid from the platform straight to your employees' bank accounts. You enjoy a seamless experience and effortless reconciliation.
Reconciliation happens in real time, since your expenses, receipts, and payments are all in the same platform. Expenses auto-sync upon review, and successful payments are reconciled instantly.
Automated receipt chasing starts with a swipe of your Payhawk card. For reimbursements, you can make attaching a receipt to requests mandatory.
Expenses are automatically sent to the right person for approval, thanks to unique approval workflows per expense type. No more approval delays during holiday seasons, thanks to out-of-office delegation of approvals.
Reimbursements are paid from the platform straight to your employees' bank accounts. You enjoy a seamless experience and effortless reconciliation.
Reconciliation happens in real time, since your expenses, receipts, and payments are all in the same platform. Expenses auto-sync upon review, and successful payments are reconciled instantly.
All the features you need to take your expense management to the next level
Delight employees with an intuitive and easy to use mobile app, helping them submit expenses on the go.
Let our in-house machine learning algorithm reads receipts and autopopulate expense fields for you.
Automatically capture VAT rates from each receipt, ensuring reliable and accurate tax claims across all entities.
Use the power for more or less granularity with abilities to merge expenses or split an expense into multiple expense or line items with ease.
 2.svg){kind=small}
Ensure timely receipt submission with pop-up notifications, automating receipt chasing after every single transaction.
Get every last document in with recurring reminders sent to employees with missing receipts and unsubmitted expenses.
Define custom approval flows per expense type. Build rules and triggers based on team structure, amounts, categories, or any custom field.
Simplify per diem expense submissions for travelling employees, then reimburse them directly to their personal bank accounts.
Calculate mileage reimbursements on the spot. Define unlimited custom rates to fit any use case.
Submit, approve, review, pay - in bulk. Scale your expense management naturally with a system that supports quick processing actions.
 1.svg){kind=small}
Select rules and conditions for expenses that would require attention and trigger warnings to prevent them from being reviewed in bulk.
Speed up approval and reviews with in-product communication. Tag users to get their attention and receive notifications for new activity.
FAQs
Expense management software is a digital tool designed to streamline the process of tracking, submitting, and approving business-related expenses. It helps organisations manage employee spending, from travel expenses to office supplies, by automating tasks such as receipt submission, expense reporting, and reimbursement.
How it works:
- Expense Submission: Employees can upload receipts and submit expense claims through the software, often using a mobile app. Some platforms even allow users to scan receipts, automatically extracting key details like date, amount, and merchant.
- Approval Workflow: Once submitted, the expense claim is routed to the appropriate manager or department for review and approval, ensuring compliance with company policies.
- Policy Enforcement: The software can be configured to flag expenses that violate company policies, such as exceeding spending limits or submitting claims for unauthorised purchases.
- Reimbursement: After approval, the software facilitates quick and accurate reimbursement, either through payroll integration or direct bank transfers.
- Reporting and Analytics: Managers can access real-time data and reports on spending trends, helping to improve budgeting and financial planning.
By automating these processes, expense management software reduces manual errors, speeds up reimbursement, and provides better visibility into company spending.
It all comes down to a few core benefits:
- Fewer mistakes: People make mistakes, but fine-tuned software is far less likely to. SmartScan, for example, eliminates the potential for human error when inputting information from receipts.
- Faster processing: Streamlined tools for creating, submitting, reviewing, and approving reports means those reports are taken care of in a snap.
- Increased productivity: The less time employees spend manually creating and examining expense reports, the more time they can spend doing, well, anything else.
- Reduced waste: Expense reporting mistakes cost money, both in unnecessary reimbursements and employee time. But when you leave the tedious calculations to expense management software, you can save that money for more important things.
Spend management refers to the broader process of controlling and optimising a company's overall spending. This includes procurement, supplier management, contract management, and ensuring that spending aligns with company budgets and policies. It focuses on preventing unnecessary expenses before they occur and managing the entire lifecycle of spending.
Expense management, on the other hand, is more specific to tracking and processing employee-initiated expenses, such as travel, meals, or office supplies. It typically involves submitting, approving, and reimbursing employee expenses, and ensuring compliance with company policies after the spending has already happened.
In short, spend management is a more comprehensive, proactive approach to managing all company expenditures, while expense management deals specifically with tracking and reimbursing employee expenses.
Payhawk simplifies expense reporting and reimbursement processes by automating key tasks. Employees can easily capture receipts using their mobile devices, while the software automatically extracts relevant data, reducing manual entry. Expenses are categorised in real-time, and approval workflows are streamlined, ensuring faster processing. Additionally, Payhawk integrates with accounting systems, making reimbursements seamless and reducing administrative burden. This end-to-end automation not only improves accuracy but also saves time for both employees and finance teams.
You can track various types of expenses with Payhawk, including:
- Employee Expenses: Monitor individual spending across your team, including travel, meals, and office supplies.
- Subscription Payments: Keep tabs on recurring payments for software, memberships, and other services.
- Corporate Card Transactions: Track all purchases made using company-issued cards.
- Vendor Payments: Manage payments to suppliers, contractors, and other third parties.
- Reimbursements: Record and process out-of-pocket expenses submitted by employees.
- Travel Expenses: Track costs related to business trips, such as flights, hotels, and transportation.
Payhawk provides a comprehensive view of your business's spending, helping you manage and optimise your financial operations.
Payhawk helps ensure compliance with company expense policies by offering customisable spending controls, automated approval workflows, and real-time expense tracking. Administrators can set specific limits and rules for different teams or individuals, ensuring that all expenses align with the company's policies. Additionally, Payhawk integrates with accounting software to streamline reporting and auditing, making it easier to identify and address any non-compliant transactions.
Yes, Payhawk integrates with various accounting and ERP systems, streamlining financial workflows and improving efficiency. You can see the full list of integrations we support here.
Unlock a new level of team productivity with automated expense management
