What's new at Payhawk

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.

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.

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.

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

What's new?

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

Enhance your app experience by adding comments!

Key benefits:

• Comments on expenses: You can now add comments directly to expenses in the mobile app, improving collaboration and tracking.
• Hyperlink support: Easily add and click on hyperlinks within comments for more detailed context and links to related resources.
• Avatar sync: Avatars now sync across the app, with an option for to upload and update them, making your user profile more personalised.
• Comments on card and fund requests: Add comments on card and fund requests, enhancing communication and transparency during the approval process.

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.

Seamlessly transition to eInvoicing with the German eInvoicing mandates, including XRechnung and ZUGFeRD formats, starting in January 2025. Be prepared for the upcoming regulations in France and Spain!

Key benefits:

• Receive eInvoices like regular payment documents: Easily receive eInvoices by forwarding, uploading, or drag-and-drop in required formats such as XML.
• Process eInvoices with 100% accuracy: eInvoices are processed instantly, extracting all data with full accuracy. A PDF preview is generated for easy processing, and custom fields enable further categorisation, ensuring efficient workflows.
• Sync to ERP with just a few clicks: Automate payment and bookkeeping processes with our seamless accounts payable integration. Use procure-to-pay functions like 3-way matching with POs, approval routing, and syncing to ERP with just a few clicks.

Get started today with the refreshed Microsoft Dynamics integration!

Key benefits:

• Seamless integration: Enjoy a smoother and more efficient integration with Microsoft Dynamics Finance.
• Default dimension settings: Now support default dimension settings for better financial tracking and reporting.
• Enhanced expense reporting: Benefit from improved expense reports that align with your Dynamics Finance setup for easier data management.