Create a bill

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Before you start

The vendor must exist in Dash.fi before you can create a bill. See Manage vendors if you need to add one first. For ACH payments, the vendor also needs a bank account on file.

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Step 1: Create the bill

Go to Bill Pay in the left-hand menu and click New Bill. You can create a bill two ways: Upload an invoice — upload a PDF or image of the invoice. Dash.fi’s AI reads the document and prefills the vendor, invoice number, currency, invoice date, due date, total amount, and line items. Review each field and correct anything the AI read incorrectly. The original file is stored with the bill. Create manually — fill in each field directly: vendor, invoice number, currency, invoice date, due date, total amount, and line items.

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Step 2: Add line items

Each bill supports multiple line items. For each line item, enter:

• Description
• Amount
• Spend category (used for accounting platform mapping)

Line items let you split a single invoice across different GL accounts when the bill syncs to your accounting platform.

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Step 3: Set the payment details

Payment method — choose how the vendor will be paid:

• Scheduled payment date — the date you want the payment to execute
• Remittance notifications — optionally add email recipients to notify when payment completes

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Step 4: Attach supporting documents

You can attach additional files alongside the invoice at any point while the bill is in draft, submitted, or returned status. All attachments sync to your accounting platform with the bill.

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Step 5: Submit

Click Submit. Dash.fi validates the bill before allowing submission:

• All required fields are present
• The vendor is active
• The payment route is valid

If validation passes, the bill moves to your approval policy for evaluation.

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Step 6: Approval

Your bill pay approval policy determines what happens next:

• Auto-approved — the bill meets the policy criteria and proceeds directly to payment scheduling
• Routed for review — an approver receives the bill and can approve, decline, or return it for revision

If returned, you’ll receive the bill back with notes. Make the requested changes and resubmit.

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Step 7: Payment

Once approved, Dash.fi schedules the payment for the date you specified. If you configured remittance notifications, recipients receive a confirmation email when payment completes. ACH payments execute on the scheduled date and typically arrive within 1–3 business days. Single-use card payments are processed when the vendor charges the card. Off-platform bills are marked paid when you confirm the external payment. See Payment options for scheduling rules, cut-off times, and how to cancel or retry a payment.

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Accounting sync

After payment completes, Dash.fi automatically syncs the bill and payment record to your connected accounting platform (QuickBooks, Xero, NetSuite, or Sage Intacct). Line items map to GL accounts via your category mappings. Attached documents upload as attachments in the accounting system. Sync status is visible on each bill. You can trigger a manual re-sync if needed.

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FAQ