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Expense Management

Payhawk

UK / wider Europe Report an error

Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: not determined

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Payhawk Limited · payhawk.com

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Payhawk: AI-assisted analysis on whats-best.ai Payhawk: AI-assisted analysis on whats-best.ai (dark)

Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

Payhawk at a glance

Vendor
Payhawk Limited
Headquarters
Not stated on the vendor’s pages as of 28 Oct 2026
Data hosting
Not stated on the vendor’s pages as of 28 Oct 2026
Free plan
Not stated on the vendor’s pages as of 28 Oct 2026
Panel verdict
The AI panel rates Payhawk 3/5, the mean of 6 judges. The judges scored Payhawk, a UK-registered expense-management platform, highest on cards and spend control and on accounting export, both clustering at 7 to 8: virtual Visas are issued instantly and physical cards within five days, cards lock when receipts go missing, and a live DATEV sync exports receipts to Belege Online, imports tax codes and KOST1/KOST2 cost categories and leaves locked periods untouched, with two-way sync to SAP S/4HANA, NetSuite and Microsoft Dynamics. how scores are made
As of
Vendor pages captured 28 Oct 2026; evaluated by the panel 29 Oct 2026. all sources

Payhawk alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Office Manager

Weighted verdict

Runs the office of a thirty-person agency and is the one who chases missing receipts every month. Wants a card for each project lead with a limit she sets, software subscriptions on their own virtual cards, receipts that arrive without reminders, an export the tax adviser accepts, and a monthly price she can work out before the trial ends.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Office Manager

Panel median The Office Manager This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Office Manager
Receipt capture & expense claims 3 of 5 3 of 5
Company cards & spend control 3.5 of 5 4 of 5
Approval workflows & expense policy 3.5 of 5 3.5 of 5
Reimbursement, travel allowances & VAT 2.5 of 5 2.5 of 5
Accounting handoff & DATEV 4 of 5 3.5 of 5
European sovereignty 3 of 5 2.5 of 5
Pricing transparency 2.5 of 5 2.5 of 5

Receipt capture & expense claims

How this is scored

How an expense gets into the system: a mobile app that photographs receipts, text recognition (OCR) that reads amount, date, merchant and VAT, receipts forwarded by email or pulled from suppliers, claims for out-of-pocket spending in any currency, mileage and trip entries, a substitute receipt (Eigenbeleg) when the original is lost, and duplicate detection.

0 — Not an expense capture tool; receipts and claims cannot be recorded in the product.

3 — Receipts uploaded as photos or files and attached to an expense by hand; text recognition, email capture or claims in other currencies are basic or not described.

5 — A mobile app that captures receipts with text recognition reading amount, date and merchant, receipts forwarded by email, expense claims for out-of-pocket spending submitted from the app, and foreign currencies converted.

8 — Extraction of VAT rates and amounts and line items, receipts collected automatically from email inboxes or named suppliers, duplicate and fraud checks on submission, a substitute receipt for lost originals, mileage with route calculation, and replacement scanning (ersetzendes Scannen) stated as GoBD-compliant so paper originals may be discarded.

10 — Capture without employee effort: e-receipts delivered directly by travel and merchant partners, extraction accuracy or review process published, a certified scanning procedure (for example an audit report to IDW PS 880 or a TÜV certificate) named, and every receipt traceable from capture to booking.

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The Office Manager

The intelligent OCR reads receipts out, sorts the spending and builds the expense reports automatically, and a Financial Controller Agent collects receipts from staff and matches documents — the chasing I do every month is exactly what this targets, with AI also accepting screenshots and voice notes. What I found no public information on is capture from email inboxes, VAT fields and line items per receipt, duplicate and fraud checks, a substitute receipt for lost originals, or any certified scanning procedure, so this sits just above the solid middle. 1 2 3 16

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Company cards & spend control

How this is scored

How spending is controlled before it happens: physical and virtual company cards with limits, single-use and subscription cards, limits by amount, merchant category and time, budgets per team or project, real-time notifications and receipt reminders — or, for a product that issues no cards of its own, live feeds from the company's existing cards with automatic receipt matching. The issuing institution and its licence count where cards are issued.

0 — Neither issues cards nor reads card transactions; only out-of-pocket claims exist.

3 — Card transactions imported from a statement file or a single feed and matched by hand, or a card offer with fixed limits; budgets, reminders and controls are basic or not described.

5 — Either own physical and virtual cards with per-card limits, freezing and real-time notifications, or live feeds from named corporate card schemes or banks with automatic matching of receipts to transactions; spending visible as it happens and employees reminded to submit receipts.

8 — Cards for every employee with limits by amount, merchant category and period, single-use and subscription cards, budgets per team or project that cards draw from, pre-approval of a purchase before the card is charged, feeds from existing bank cards beside the own cards, and the issuing institution and licence named.

10 — Spend control across the company: multi-entity and multi-currency card accounts, budgets and policies enforced at the moment of payment, card spend reconciled to the statement automatically, safeguarding of funds and credit terms stated, and cards and transaction history portable to another provider.

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The Office Manager

Virtual cards are ready instantly and physical ones in five days, cards freeze automatically when receipts are missing or projects end, debit and credit cards switch without a personal credit check, and pre-spend control plus budgets per project and real-time rules are described. The EEA issuer and licence are named — Payhawk Financial Services UAB, electronic money institution licence number 95 from the Bank of Lithuania — which matters to me. I found no public information on single-use or subscription card types or on feeds from our existing bank cards, so I stop short of the top. 1 3 5 8

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Approval workflows & expense policy

How this is scored

How the company's rules are applied: approval chains by amount, team, cost centre or project, delegation and deputies, an expense policy with limits per category and per country that the product checks, pre-approval of trips and purchases, roles and permissions, multi-entity set-ups, and an audit trail of who approved and changed what.

0 — No approval step; every expense goes straight to export or payment.

3 — A single approver per employee or one sign-off step; policy rules, deputies and audit history are basic or not described.

5 — Multi-step approval flows configurable by amount, team or cost centre, an expense policy with limits per category that flags violations, approval from the mobile app, and a history of who approved what.

8 — Rule-based routing by amount, project, cost centre and entity with deputies and escalation, policy checks before submission (limits per country, per diem rules, duplicates), pre-approval of trips or purchases, granular roles and permissions, several legal entities in one account, and an exportable audit trail.

10 — Controls that stand up to an audit: anomaly and fraud detection with its rules explained, separation of duties enforced, country-specific policies maintained centrally, every change to a claim versioned and attributed, and control reports offered to auditors.

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The Office Manager

Approval flows are configurable by amount, vendor, project and person, requests route automatically to Manager, IT, HR, Legal or Finance, expense rules and travel policies act as guardrails that flag problems early, and travel pre-approval exists alongside a least-privilege access model. I found no public information on deputies or escalation, on policy limits maintained per country, or on an exportable audit trail of who approved and changed what, which keeps this below the audit-grade level. 1 3 10 16

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Reimbursement, travel allowances & VAT

How this is scored

How the employee gets money back and the company gets the tax right: reimbursement of approved claims by bank transfer or a SEPA payment file, mileage allowances and per diems at statutory rates per country (Verpflegungspauschalen, Kilometerpauschale, meal deductions), taxable and tax-free reimbursements separated for payroll, the input VAT captured per receipt for the deduction, and foreign VAT reclaimed.

0 — No reimbursement of employees; the product covers company cards only and out-of-pocket spending is out of its scope.

3 — Out-of-pocket claims recorded and paid back outside the product by hand; travel allowances and VAT handling are basic or not described.

5 — Approved claims reimbursed through the product or a SEPA payment file, mileage and per diems at configurable rates, and the VAT rate and amount captured per receipt for the input-tax deduction.

8 — Statutory per diems and mileage rates per country maintained by the vendor (German travel expense law named), meal deductions and multi-day trips calculated, reimbursement in several currencies within a stated time, VAT split per rate and receipts checked for the invoice requirements of the deduction, and foreign VAT reclaim offered or integrated with a named partner.

10 — Travel expense law and VAT handled end to end: country rules kept current with a stated process, taxable reimbursements passed to payroll, foreign VAT reclaim filed with the recovered amounts reported, and every reimbursement traceable to the claim and the rule that produced it.

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The Office Manager

Per diems and mileage are calculated automatically but explicitly at company rates, and I found no public information on statutory rates per country, meal deductions, or the German travel expense law being named. Reimbursements run through the product — the Growth plan counts fifteen a month — and foreign VAT reclaim appears as an integration category with a named partner; I found no public information on how the money reaches the employee's bank account or on VAT rate and amount captured per receipt for the deduction. 2 4 5 20

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Accounting handoff & DATEV

How this is scored

What reaches the books: export or sync to DATEV (DATEV format, DATEV Unternehmen online, Belegbilderservice) and to named accounting and ERP systems, booking proposals with account, tax key and cost centre, receipts that travel with the booking, card statements reconciled, a GoBD-compliant archive, an API and webhooks, and a complete export of claims, receipts and booking data.

0 — No export of any kind; expenses have to be retyped into the books.

3 — A CSV or PDF export of expense reports; booking data, named integrations and the archive are basic or not described.

5 — Export or sync to at least one named accounting system (DATEV or another) with account and tax code per entry and the receipt attached, several accounting or ERP integrations listed, and a documented API.

8 — A DATEV interface with receipt images (DATEV Unternehmen online or the DATEV Marketplace named), booking proposals that learn account, tax key and cost centre, two-way sync with named ERPs (SAP, Microsoft Dynamics, NetSuite or similar), card statements reconciled for the month-end, a GoBD-compliant archive stated, and webhooks.

10 — The month-end close runs through the product: multi-entity bookings and accruals, a procedure documentation (Verfahrensdokumentation) or GoBD audit offered, a complete audit trail of every financial event, and a full export of claims, receipts and bookings that a successor system can import.

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The Office Manager

This is the export my tax adviser would accept: live sync with DATEV Unternehmen Online, receipts and invoices in DATEV Belege Online, supplier data, tax codes and KOST1/KOST2 cost categories imported, payments exported as they happen, and DATEV locked periods left untouched. Two-way sync with named ERPs including SAP S/4HANA, NetSuite and Microsoft Dynamics, plus a REST API with real-time webhooks and a sandbox, are documented — though the API cannot create or review expenses. I found no public information on a GoBD-compliant archive or a procedure documentation, so I hold back one notch. 1 4 19 20

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European sovereignty

How this is scored

Who the contracting entity and the parent company are, where receipt, card and employee data are hosted, and who the subprocessors are (hosting, card issuer and processor, text recognition, open banking, email delivery). Independently sourced by the sovereignty pipeline; expense data is personal and financial at once and shows where employees travel, so the whole chain counts, not only the database.

0 — Non-EU vendor and contracting entity, hosting unstated, subprocessors unnamed, and no data processing agreement offered.

3 — A privacy policy and a data processing agreement exist, but hosting location is unstated or non-EU and the subprocessors are not listed.

5 — EU hosting available and an EU contracting entity or EU representative, but parts of the chain (text recognition, card processing, email, analytics, support) run through non-EU providers without a stated safeguard.

8 — EU hosting on named infrastructure, EU contracting entity and card issuer, subprocessors listed with their locations, a data processing agreement published, and security certifications (ISO 27001, SOC 2) stated.

10 — Sovereign end to end and evidenced: European ownership, entity, issuer, hosting and every subprocessor, data export and deletion documented, and certifications published with their scope rather than implied.

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The Office Manager

The EEA card issuer is a named Lithuanian e-money institution under Bank of Lithuania supervision, the data processing agreement is published with a subprocessor list placing the platform in Belgium and Germany, and ISO 27001, SOC 2 and PCI-DSS are stated. But the software contracting entity worldwide outside the US is UK-registered Payhawk Limited, hosting regions are not named on the security page beyond AWS and Google Cloud, and parts of the chain — Google reCAPTCHA, the US-headquartered cloud providers, the optional US-incorporated Merge API — sit outside the EU, with the US email providers covered by Data Privacy Framework or standard contractual clause safeguards. 6 7 8 9 10

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Pricing transparency

How this is scored

Whether a buyer can compute the real annual cost from public pages alone: price per user or per active user, platform or base fee, which modules (travel, reimbursements, DATEV or ERP connectors, extra entities) cost extra, card fees (physical cards, foreign transactions, currency conversion, top-ups), minimum seats and term, and setup.

0 — No public prices at all; every customer is a sales call.

3 — A starting price or a free tier exists, but how cost scales with users, cards or modules is unclear.

5 — Tiers are public with their per-user or base price and main inclusions, but at least one commonly needed piece (extra users, physical cards, foreign-currency fees, ERP connectors) is unpriced or "on request".

8 — Every tier priced publicly with its scaling rule (per user, per active user, per card), card and foreign-transaction fees listed, add-ons priced, minimum term and VAT treatment stated.

10 — Complete price computability: annual cost derivable for a given headcount, card count and module set, with every add-on, setup, support, card and currency fee and the cancellation and data-return terms published.

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The Office Manager

The Growth plan is public at 149 £ per month for 24 months with ten cards, ten seats, and fifteen invoices and fifteen reimbursements a month included, and currency fees are published (1.99 % where not fee-free, 0.3 % FX surcharge on invoice payments, cashback capped at the subscription amount) — though the captured pages give different figures for fee-free spending, counted once in countries and once in currencies. What I could not find is the price of a seat or card beyond the included ten, the price of the excluded add-ons such as budget control and multi-entity management, other tiers, or VAT treatment, so I cannot compute what thirty people would cost me before the trial ends. 1 3 5 8

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European sovereignty — proven facts

0 of 6 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Hosting location Not determined ⚠ unverified — uncited Report an error
Hosting options Not determined — uncited Report an error
Open source Not determined — uncited Report an error
Data processing agreement Not determined ⚠ unverified — uncited Report an error
Transfer impact assessment Not determined — uncited Report an error

Questions about Payhawk

Is Payhawk European?

Yes, though not from the EU. whats-best.ai classifies Payhawk as UK / wider Europe.

Where does Payhawk store data?

Not stated on the vendor’s pages as of 28 Oct 2026.

Does Payhawk have a free plan?

Not stated on the vendor’s pages as of 28 Oct 2026.

What are the best alternatives to Payhawk?

As of 3 Nov 2026, the panel rates Moss (4/5), N2F (3.5/5) and Spendesk (3.5/5) highest among the other 18 Expense Management products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is Moss (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: Payhawk alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (20)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage payhawk.com Checked 28 Oct 2026 Details →
  2. 2 Features page (travel expenses) payhawk.com Checked 28 Oct 2026 Details →
  3. 3 Features page (company cards) payhawk.com Checked 28 Oct 2026 Details →
  4. 4 Integrations page payhawk.com Checked 28 Oct 2026 Details →
  5. 5 Pricing page payhawk.com Checked 28 Oct 2026 Details →
  6. 6 Legal notice payhawk.com Checked 28 Oct 2026 Details →
  7. 7 Privacy policy payhawk.com Checked 28 Oct 2026 Details →
  8. 8 Terms of service payhawk.com Checked 28 Oct 2026 Details →
  9. 9 Data processing agreement (dpa) payhawk.com Checked 28 Oct 2026 Details →
  10. 10 Security / trust page payhawk.com Checked 28 Oct 2026 Details →
  11. 11 Receipt capture & expense claims — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  12. 12 Receipt capture & expense claims — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  13. 13 Company cards & spend control — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  14. 14 Company cards & spend control — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  15. 15 Approval workflows & expense policy — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  16. 16 Approval workflows & expense policy — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  17. 17 Reimbursement, travel allowances & VAT — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  18. 18 Reimbursement, travel allowances & VAT — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  19. 19 Accounting handoff & DATEV — found from sitemap payhawk.com Checked 28 Oct 2026 Details →
  20. 20 Accounting handoff & DATEV — found from sitemap payhawk.com Checked 28 Oct 2026 Details →