What's new at Payhawk

You can now set the start and end dates for virtual cards, allowing you to control exactly when a card is active. This feature is ideal for business trips or projects with defined timelines. Cards can be issued ahead of time and will automatically deactivate once they're no longer needed, making management easier and enhancing security.

You can now issue single-use virtual cards that automatically deactivate after one transaction.

How does this feature help you?

With single-use virtual cards, you have more control over your spending. You can set a transaction limit, specify a merchant, and even apply additional controls to determine where and when the card can be used.

Key feature include:

• Transaction limit: Set a spending cap for each card.
• Merchant restrictions: Restrict the card to a specific merchant.
• Flexible controls: Add custom restrictions, such as time or location, to tailor the card's usage.

This feature adds an extra layer of security and flexibility, making your payment process more efficient and controlled!

Get more control and flexibility in managing and categorising your spending by splitting a single card transaction into multiple expenses.

How does this feature help you?

This update is particularly useful when a single payment covers multiple suppliers—such as Amazon purchases or ATM withdrawals involving several vendors. It allows you to distribute one transaction across multiple expenses, keeping your records organised and easy to manage.

What's included?

• Linked expenses: Each expense created from a split is linked to the original transaction, making it easy to trace the source.
• Document management: Documents from the original transaction won't carry over to the new expenses, ensuring a clean slate for each split.
• Timestamping: Each expense will have the exact time of the split recorded for precise tracking.
• Approval status: New expenses will start as "not submitted" (if the Submit option is enabled), and the original expense's approval status will reset, giving you full control over the approval process.

We hope this feature enhances your expense management process, making it even more efficient and organised!

You can now quickly access key contextual information directly in the expense footer!

How does this feature help you?

The footer adds an extra row at the bottom of the expanded menu, displaying essential details like Expense Type, Expense ID, and Owner. All information in this footer is selectable, allowing you to copy and use it whenever needed.

What's included?

• Expense type: Quickly identify the type of expense for easy reference.
• Expense ID: See the unique identifier for each expense.
• Owner: View the person responsible for the expense.

This small but impactful update makes important details more accessible, helping you streamline your workflow and take quick action.

Get more control and flexibility to manage and analyse your expense efficiently with the release of new filters in the Expense module.

How do these filters help you?

These new filters make it easier to track and organise expenses by offering more precise options to narrow down your searches.

Here's what's new:

1. Tax Rate filters:

• Tax Rate: Filter expenses by specific tax rates codes for better control over tax-related transactions.
• Tax Rate % (Renamed): The existing filter has been renamed for better clarity, but its functionality remains the same.

2. Supplier filters:

• Supplier Country: Filter suppliers based on their country to manage international expenses more effectively.
• Supplier External ID: Identify expenses quickly by using the supplier's external ID.
• Supplier Tax Number: Organise expenses by tracking them through the supplier's tax number.

These updates simplify expense management, making it faster and easier to find specific expenses and streamline your financial workflows!

Get a more streamlined and user-friendly experience with the rollout of Global Expense Search, making finding expenses faster and more efficient.

How does this feature help you?

Global Expense Search provides greater flexibility and convenience by allowing you to search across multiple areas—such as custom fields and line items—all in one unified input. No more manually selecting filters or dealing with custom fields.

Key benefits include:

• Unified experience: Enjoy the same powerful search functionality available in Cards, Subscriptions, Purchases, Funds, and Employees modules, now extended to Expenses.
• Ease of use: Quickly find and access expenses with just a few clicks, enhancing productivity across the platform.

This upgrades simplifies your search process, saving you time and effort!

You now have the ability to turn off field suggestions for the supplier field in employee expenses. This is helpful if you prefer not to onboard suppliers for these types of expenses, especially when integrating with ERP systems that manage expense reports.

Important: Supplier field suggestions will remain active for bank transfer expenses, as the supplier is a required field in those cases.

You can now conveniently select values for free text custom fields directly from documents using our OCR (Optical Character Recognition) technology. This improvement also applies to the note field, making data entry quicker and more efficient.

Important: Please note that this data extraction does not learn from previous inputs, so it won't automatically suggest the same values for future invoices.

Ensure your approval processes continue seamlessly with workflow fallbacks, even when specific roles in a workflow are unavailable.

How does this feature help you?

Workflow fallbacks automatically step in when a required role—like a Team Manager—is unavailable, preventing delays in expense approvals.

Customising and viewing fallbacks

You can tailor fallback behaviour to fit your company's needs:

1. Go to Settings > Workflows > Advanced.
2. Click Edit fallbacks.
3. Choose your preferred fallback actions.
4. Click Save changes.

You can view your current workflow fallbacks directly in the edit mode of each workflow step.

You can now mandate specific fields or document attachments for submitting a PO request. You can also find purchase orders quicker with numerous new filters, such as document, PO status, amount, note, and accounting fields like category or any custom field.