Payhawk: expense management software platform

The short answer

Buy Payhawk if you run spend across several European entities and currencies and want cards, expenses, invoices, purchase orders and travel on one platform with the governance built in. Its own framing is the reason to look: spend management that scales with complexity rather than headcount, with unlimited employee seats, card transactions and document processing included in the platform layer. Dedicated bank accounts in six currencies and 4-eyes approval on sensitive actions are the kind of detail a European group actually needs.

Skip it if you need a price you can model before a sales call, because only the Growth program carries a figure and that program is limited to UK or EEA single entities with fewer than 20 employees. Skip it if you are a US-only buyer, since the published price is in pounds and the Growth eligibility rules exclude you. And skip it if you want procurement from day one on a small budget, because Procure-to-Pay is explicitly outside the Growth program.

Where Payhawk fits

Payhawk pricing

Payhawk publishes one price. Checked on 16 October 2026, the Growth program for small UK and EEA businesses is a fixed-price plan starting at £149/month, which the page also presents as 24 months at £149/mo with an optional 7-day free trial for eligible customers. Nothing else carries a figure: not the Travel module, not Cards & Expenses, not Accounts Payable, not Procurement, and not one of the unit rates or add-ons on top of them. Payhawk is at least explicit about the shape of the bill, so the work here is pricing the structure rather than guessing the number.

What Payhawk publishes

Growth program

Starting at £149/month (Fixed monthly price in pounds sterling, presented as 24 months at £149/mo)For UK or EEA businesses operating as a single entity with fewer than 20 employees. 10 cards and 10 user seats, 8 employee plus 2 admin or accountant, up to 15 invoices and 15 reimbursements a month, automated data extraction and basic ERP integrations. Optional 7-day free trial for eligible customers. Excludes Procure-to-Pay, multi-entity management, budget tracking and the add-on library.

Cards & Expenses module

Quote-based (Module base plus unit-based usage)Credit and debit cards in multiple currencies, proactive card controls and spend policies, real-time expense creation on every card swipe.

Accounts Payable module

Quote-based (Module base plus unit-based usage)End-to-end invoice management, EU eInvoicing, global bill payments with a 0.3% FX mark-up on 10 major currencies.

Procurement module

Quote-based (Module base plus unit-based usage)Purchase order management, purchase intake, 2-way and 3-way matching, supplier management.

Travel module

Quote-based (Module base plus unit-based usage)Global flight and hotel inventory, custom travel policy, trip requests and proactive approvals, booking with zero markup.

As published on the Payhawk pricing and plans page and checked on 16 October 2026. The only published subscription figure is in pounds sterling, shown on the global page in the Growth program section and its FAQ. Nothing has been converted.

Payhawk describes its own pricing as three layers, and each one is a separate thing to get in writing.

1. Module choice is the foundation. You select one, two or all four core modules, and Payhawk says each module's base includes a fixed number of admin seats, cards and platform access. Since no module price is published, ask for each one quoted separately rather than as a bundle, including the base seat and card allowance that comes with it. A team buying only Cards & Expenses and a team buying all four are having completely different commercial conversations.
2. Usage is the second layer and it is unit-based. Payhawk says additional cards, reimbursement volumes, purchase orders and invoice processing are charged by unit, so the bill grows with operational output rather than headcount. None of those four rates is published. Bring last quarter's counts for all four to the call and ask for each unit price in writing.
3. Add-ons are the third layer and they are where a group of entities spends real money. Advanced ERP integrations for SAP S/4HANA, NetSuite, Dynamics Business Central and Sage Intacct, enterprise HRIS connections, budget tracking, additional entities and the credit line are all extendable options rather than included features, and none carries a price. If you run five entities on NetSuite, assume the add-on layer is material and get it priced before you compare Payhawk with anything else.
4. Payment and FX fees sit alongside the subscription and are the only published rates. Global bill payments carry a 0.3% FX mark-up on 10 major currencies. Conversion between your own accounts runs at the mid-market rate plus 0.3% for EUR, GBP, USD and CHF, and 0.7% for DKK and PLN, with no limits. Cards earn an average 1% cashback on every card purchase with no FX fees in 33 countries. For a business with heavy cross-border or card spend, those three figures can move the total more than the subscription difference between two vendors.

What costs extra

• Advanced ERP integrations: SAP S/4HANA, NetSuite, Microsoft Dynamics Business Central, Microsoft Finance and Sage Intacct. No price published.
• Enterprise HRIS integrations: Workday, SAP SuccessFactors, UKG, ADP, Ceridian, Paychex and Paylocity. No price published.
• Budget tracking, additional entities and the credit line are each listed as add-ons rather than platform inclusions. No prices published.
• The Growth program excludes Procure-to-Pay, multi-entity management, budget tracking and the add-on library, so needing any of those moves you onto a quoted module plan.
• Currency conversion between your own accounts: mid-market rate plus 0.3% for EUR, GBP, USD and CHF, and 0.7% for DKK and PLN, with no limits. Global bill payments carry a 0.3% FX mark-up on 10 major currencies.

Implementation and commercial terms

Payhawk is more forthcoming about contract shape than about price, so these rows are genuinely useful. All are confirmed on the pricing and plans page as of 16 October 2026.

Published price

One figure only: the Growth program starting at £149/month. All four modules are quoted.

Billing basis

Module base plus unit-based usage for cards, reimbursements, purchase orders and invoice processing, plus add-ons.

Setup or implementation fee

None. Payhawk states it charges no flat setup fee and that every contract includes professional implementation sessions at no extra cost.

Contract length

Payhawk says it typically contracts annually or multi-year. The Growth figure is presented as 24 months at £149/mo.

Free trial

An optional 7-day free trial for eligible Growth program customers. No trial is published for the module plans.

Seats

Unlimited employee seats, card transactions and document processing are listed in the always-included platform layer.

Budget Payhawk as a module base, a usage forecast and an add-on list, in that order, because that is how Payhawk says it builds the quote. Ask for each core module priced on its own with its included seat and card allowance. Then hand over last quarter's counts of cards issued, reimbursements paid, purchase orders raised and invoices processed, and ask for the unit rate on each. Then price the add-ons you cannot avoid, which for most multi-entity groups means the advanced ERP connector and additional entities. The good news is that there is no setup fee and implementation sessions are included, so the quote you negotiate is close to the all-in cost. If the £149/month Growth figure is why Payhawk is on your list, check the eligibility rules first: UK or EEA, single entity, fewer than 20 employees. Most buyers reading this page will not qualify.

Source: the Payhawk pricing and plans page, checked 16 October 2026. Confirm current prices with the vendor before you budget.

What Payhawk gives up

How Payhawk compares

The first useful cut in this category is how much of the price you can read before a sales call. Payhawk publishes one figure in pounds for a narrow starter program. Brex publishes two per-user rates. Ramp publishes a per-user rate and then adds a platform fee it does not publish. Spendesk publishes nothing at all. Every figure below comes from that vendor's own pricing page, checked on 16 October 2026, and anything unpublished is recorded as unpublished rather than estimated.

What to test in a Payhawk demo

A 7-day free trial exists, but only as an option for eligible Growth program customers, so for most buyers this is a demo and a scoped proof of concept. With no published module prices, the demo has two jobs of equal weight: prove the multi-entity governance works on your structure, and extract the three pricing layers in writing.

1. Bring your real entity structure, not a single test company. Group dashboards, group accounting master data, group team structure and group workflow settings per expense type are the reason to buy Payhawk, and the hardest thing to judge from a scripted demo. Set up two entities with different charts of accounts and different approval rules, then run the same expense type through both.
2. Connect the ERP you actually run and find out which layer it sits in. Xero, QuickBooks Online and Exact Online are included in the platform. NetSuite, Dynamics 365, SAP S/4HANA, Dynamics Business Central and Sage Intacct are add-ons. Get the connector named, confirm it is two-way, and get its price as a separate line before the modules are bundled.
3. Ask for all four modules priced separately, with the base seat and card allowance each one includes. Travel, Cards & Expenses, Accounts Payable and Procurement are sold independently, so a quote that arrives as one number has hidden the decision you most need to make. Ask what the price does if you drop Procurement, and what it does if you add Travel in year two.
4. Get the four unit rates in writing: additional cards, reimbursement volumes, purchase orders and invoice processing. Hand over last quarter's counts and ask for the invoice at that volume, then at double it. Payhawk says costs stay predictable because usage is unit-based, which is only true for a buyer who knows the units.
5. Price the payment layer against your own spend mix. Work your cross-border bill payments against the 0.3% FX mark-up on 10 major currencies, your own-account conversions against mid-market plus 0.3% for EUR, GBP, USD and CHF or 0.7% for DKK and PLN, and your card spend against the average 1% cashback with no FX fees in 33 countries. Then test 4-eyes approval on a payment release before you sign.

Frequently asked questions about Payhawk