You can easily submit invoices to Payhawk directly from your Gmail inbox by forwarding them to the appropriate Payhawk email address.
Manual Invoice Submission
Forward the invoice email to one of the following addresses:
paid@payhawk.me - Use this if the expense was paid using a company credit card.
unpaid@payhawk.me - Use this if the expense was paid using a personal credit card.
Automating Invoice Submission for Recurring Expenses
If you regularly receive invoices from the same vendor, you can automate the process using Gmail forwarding and filters.
Step 1: Add Payhawk as a Forwarding Address
Open Gmail Settings
Go to Settings → See all settings.Navigate to Forwarding and POP/IMAP.
Click Add a forwarding address and enter: paid@payhawk.me
Gmail will attempt to verify the address and send a confirmation email to Payhawk. Payhawk will automatically forward this email back to you.
Open the forwarded email and follow the instructions to confirm the forwarding address.
Step 2: Create a Filter to Forward Invoice Emails
Identify how to uniquely recognize the invoice emails from a vendor you want to forward. Start with a simple Gmail search (e.g. by sender or subject).
Open Advanced Search (the slider icon in the search bar) and refine your criteria:
From (vendor email address)
Subject
Has attachment
Keywords (invoice number, “invoice”, “receipt”, etc.)
Once the search results include only the relevant invoice emails, click Create filter. IMPORTANT: Make sure your filter doesn’t show any email that doesn’t contain an invoice.
In the filter options:
Select Forward it to: paid@payhawk.me
Optionally select:
Skip the Inbox (to keep your inbox clean)
Apply a label (to track forwarded invoices)
Save the filter.
Repeat all steps for other vendors.
From now on, any matching invoice emails will be automatically forwarded to Payhawk without manual action. Please note that you will still need to submit the expense in Payhawk.