What's new at Payhawk

You can now automate when reimbursements are paid out by selecting a specific payout day — and optionally add a confirmation step to review details before anything goes out.

What’s new:

Scheduled payouts
Choose a specific day of the month for all approved reimbursement payments to be automatically executed.

Four-eyes principle
Add an extra layer of control before payments go out:

• Add an optional confirmation step before execution
• Use Auto-confirm to skip manual checks when all details are already verified in the system

Head to your Reimbursement settings to configure your payout schedule and approval flow.

Automatically suggests expense descriptions to save time and reduce manual input. Payhawk now uses AI to pre-fill the description field based on uploaded receipts and past submissions.

• Suggestions appear instantly after receipt upload
• Based previous expenses for similar merchants or categories
• Fully editable before submission, so you stay in control

Save time on every submission without giving up accuracy or control.

We’ve added a third tab, “Expenses”, to the export file available via Purchases → Download.

This new tab contains the same data and format as the Expenses export (Expenses → Download). It includes all expenses of type Bill that have a non-empty PO field.

The existing Purchases and Line items tabs remain unchanged.

Enhanced bulk-import experience

You can now use bulk imports to easily import or update group or entity-level records, such as teams, employees, and suppliers — and their supporting structures.

Key benefits::

• Import and modify teams and their expense categorisation
• Import and modify employees and their expense categorisation
• Import and modify suppliers and their expense categorisation
• Import and modify custom fields, categories, and owners
• Perform bulk actions across entities and directly from the Group level

We’ve made an update to help your teams submit purchase requests with less manual work.

Document Data Extraction (OCR)
Now you can upload a price quote or shopping cart screenshot, and Payhawk will automatically extract item-level data—no manual entry needed.

• Supports multiple line items (e.g. quantity, unit price)
• Full document view alongside the purchase order for quick, accurate review

Automated Field Population

• Categorisation fields (like cost center, category, etc.) now auto-fill in the Purchases module, just like in Expenses.
• Once you define a rule (e.g. Supplier = Dell → Category = Capex), it’s applied consistently across your account—no double setup needed.

We’ve released a host of improvements to the card request workflows:

• More granular approval workflows: Admins can now set up custom approval and issuing workflows for different card types - for example, a different flow for virtual and physical cards
• Card type controls: Admins can now allow or restrict employees from requesting certain types of cards (e.g. disable physical card requests)
• Auto-issue single-use cards: Automatically issue single-use cards up to a given amount - ideal for quick, one-off purchases like travel bookings
• Improved shipping address management: It’s now easier to update or reset your default shipping address for physical cards - ensuring they always go to the right place.

Payhawk now supports SEPA XML payments, allowing you to export standardised payment files for seamless bulk transfers from an external bank account.

If you're interested in payment run files for other currencies, contact the Payhawk Support team.

We've added Card audit logs to the Payhawk web portal to give you more granular information about card activities.

As a card owner, you'll be able to see:

• Card updates: Status changes (e.g. when your card is blocked), PIN resets, Balance type changes
• Updates to your available funds
• Failed transactions, including reasons

Team managers will have similar visibility over their reports' cards, and admins over all cards issued within their entity.

You can now pre-order physical Payhawk cards in bulk to have at hand in your place of work - without having to wait for a delivery.

Pre-order cards:

• have no names embossed on them
• can be assigned to any team member through your admin portal

Once assigned, your cards are non-transferrable and will behave just like normal Payhawk cards.

Our export builder just got better, supporting more sender details, more supplier payment details as well more customization options
Key benefits

• The payment response body now includes the merchant’s country code

• Sender IBAN. SWIFT, acc. number, sort code, routing number and account type are now added to the deposits sheet

• Supplier Sender IBAN. SWIFT, acc. number, sort code, routing number and account type are now added in the export

• The last reviewers external ID can now be included into the export

• Choose between the American and European date formats

• See the total payment fees inclusive of POS fees