What's new at Payhawk

We’re releasing a host of improvements to Payhawk’s Budgets functionality:

Amortisation now included
Your budgets now reflect any amortisation schedule. You’ll be able to see how an expense affects different budget periods (month, quarter, or fiscal year) at approval - for a precise view of your finances and more accurate forecasting.

Line item matching
You can now match individual line items on POs against their respective budget lines without having to split them out manually.

Multiple values within a dimension
We’ve made it possible to combine values within the same dimension of your budget - so no more multiple dimension entries for different suppliers, for example, and a cleaner budget view for you.

Easier editing
Need to make changes to your budgets, or reforecast? Simply export the latest forecast, edit the template and reupload. Smaller tweaks, like budget owners and dimensions, can be made directly in-app to save you time and effort.

Reporting
We’ve added the option to download your year-to-date actuals for accurate, on-demand reporting.

Better budget visibility across the platform
You can now filter all your company expenses according to a budget of your choice. We’ll also show individual budget owners how their incoming expenses affect their budgets, so everyone has full visibility at all times, not just at approval.

More granular utilisation view
We’ve added a utilisation view for all budgets that make up a parent budget - so it’s always clear what’s happening at different levels.

Card transactions can now be split into multiple transactions with different suppliers and exported to NetSuite, eliminating the previous requirement for manual splitting within NetSuite.

Key Benefits

• Pay multiple suppliers by card simultaneously and export as separate bills, bill payments, or journal entries
• Save time, reduce manual work, and prevent errors typically associated with manual splitting in NetSuite
• Reconcile bills and bill payments significantly easier

When connected to Datev DUO, Payhawk customers can now choose to export expenses as ‘paid’ or ‘unpaid’.

Key benefits:

• Circumvent Datev's inability to update expense status to 'paid' post-export
• Sync Payhawk expenses as 'Paid' to prevent duplicate payments

We’ve added a powerful enhancement to your approval workflows! You can now set workflow conditions based on Supplier, giving you more pro-active control over approvals.

• Prevent supplier-less POs by adding Supplier field "is empty" as a condition to your workflow, ensuring supplier onboarding by the finance team when needed.
• Customize approval flows based on specific suppliers. For example, you can reduce unnecessary approvals for frequent commuting allowance suppliers (e.g., Uber) while requiring extra approvals for new suppliers.
• Use new operators "is empty" and "is not empty" also on conditions by Team, Customer Fields and Category.

🚨 Note: Supplier conditions are not available on Multi Entity level yet.

Group Admins can now determine whether approvers can assign substitutes from other entities within the group, or have them restricted to the same entity.

What's new?

Admins now have access to a new toggle in the Group dashboard. When enabled, this feature allows approvers to assign substitutes from other entities within the group during their Out of Office periods.

Key benefits:

• Enhanced Security: The new toggle ensures greater control by allowing admins to decide whether approvers can assign substitutes from other entities within the group.
• Customizable Setup: By default, the toggle is off, giving admins the flexibility to enable cross-entity substitutes only when necessary, catering to specific edge cases.
• Admin Oversight: Group admins retain full access to set substitutes across entities, ensuring seamless management regardless of the toggle’s status.

Payhawk will log a workflow update in the activity section of the expense and inbox request whenever a fallback is triggered.

What's new?

Workflow history logs for fallbacks will be created when:

• The approval workflow is pending, but no Team field manager, Custom field manager, or Category manager could be identified.
• The Team, Category, or Custom field required for the approval workflow is empty.
• The approval has been delegated to another employee, such as when the original approver is out of office, and when the expense is automatically approved (for example, when the expense owner is also the approver).

Key benefits:

• Improved Transparency: Workflow updates are now logged in the activity section whenever a fallback is triggered, providing clear visibility into approval processes.
• Comprehensive Tracking: Logging delegated approvals and automatic approvals offers a complete audit trail for all approval scenarios.

This enhancement ensures that expense requests remain accurate and aligned with approval workflows by automatically returning them to employees for confirmation and re-approval when key fields are modified.

What's new?

Pending expense requests are now automatically returned to employees if an admin splits the expense during approval, ensuring the request is routed to the correct approver.

Key benefits:

• Accurate Approvals: Ensures expenses are reviewed by the correct approver when key workflow fields are modified.
• Improved Workflow Integrity: Automatically returns requests for re-approval, reducing errors and maintaining compliance.
• Streamlined Updates: Employees are prompted to confirm changes, ensuring clarity and accountability in the approval process.

🇺🇸 US-based companies can now align with the IRS $75 rule!

You can set a threshold for submitting documentary evidence based on the expense total, aligning with the IRS rule:
"Documentary evidence isn't needed if your expense, other than lodging, is less than $75.

Key benefits:

• Simplified compliance: Automatically apply the IRS rule to streamline document collection.
• Flexibility for US businesses: Match your expense processes with industry standards.
• Faster month-end closing: With this setting, US companies can close the month quicker than before, as no documents will be required to submit the expense.
• Seamless setup: Define the expense threshold directly in Payhawk, ensuring smooth implementation for your team.

You can now use ‘customers/projects’ to categorize expenses in your Payhawk-application

Key Benefits

• Automatic Categorization Synchronize your ‘customers/projects’ for automated categorization of incurred expenses
• Streamlined creation of InvoicesMark expenses as ‘billable’ to create invoices out of the bill with minimum effort

With Group Budgets, you can now take control of your group's budgets in real time!

Key benefits:

• Enhanced visibility: View all entities' budgets directly from MEM dashboard, offering ultimate control and oversight.
• Customisable dimensions: Select entities as a budget dimension to handle more complex budgeting scenarios and hierarchies.