The Payhawk system changes the way drivers manage business expenses. It is based on cards (both virtual and physical) that are activated for the duration of a specific trip. Drivers can conveniently pay for all pre-approved expenses such as parking, accommodation, certain road tolls, vehicle washes, minor repairs, as well as unforeseen costs.
For drivers, the change means less paperwork and greater convenience. Each transaction is recorded through a mobile app, where receipts are immediately uploaded and checked by managers in real time. In the case of larger or unexpected expenses, drivers can request an increase to their spending limit directly through the app, with decisions often made within minutes.
“At first, it took some getting used to, like anything new,” says Roman, a professional truck driver. “Now it’s very convenient. I can easily separate business and personal expenses, and if something unexpected happens, it gets resolved much faster. I feel more supported by the company,” he adds.
The digital payment system makes on-the-road spending more streamlined. It increases security by ensuring all expenses are either pre-approved or monitored, helping to prevent fraud. Girteka points out that individual spending limits are set for each trip, with approvals directly linked to the requested amount, strengthening accountability without causing operational delays.
The benefits are not limited to drivers. The new system also reduces the administrative burden on Girteka’s operations, HR and accounting departments by eliminating the need for manual cost accounting and paper document handling. Thanks to real-time visibility of costs, financial management has become more precise and response times much faster.
“Technology in logistics should support people, not complicate their work,” emphasises Mindaugas Paulauskas, CEO of Girteka Transport. “This project reflects our commitment to making drivers’ daily tasks easier while building a smarter and more transparent system for the company,” he adds.
Payhawk also enables better planning and data-driven decision-making. Travel cost information can now be analysed to optimise routes, forecast budgets, and improve service offerings.
Currently, Payhawk is used by over 500 drivers, and the number of users is growing every week. According to projections, by June it will be used by more than half of all Girteka drivers (6,000 people), as it becomes fully integrated into the company’s operating model.
