Edit a bill
Bills in Draft or Returned status can be edited. Open the bill and click Edit to modify any field — vendor, invoice details, line items, or payment method.
Bills in any other status (Pending Approval, Approved, Payment in Progress, Paid) cannot be edited. If a submitted bill needs changes, an approver must return it first.
Save a draft
Clicking Save Draft saves the bill without submitting it. Drafts appear in the Drafts tab and can be returned to at any time. Use this when a bill isn’t ready to submit — for example, if you’re waiting on the final invoice total or need to confirm the payment date.
Submit is a separate action that validates all required fields and moves the bill into the approval flow.
Duplicate a bill
Any bill can be copied to a new draft — regardless of its current status. Open the bill, click the actions menu (⋯), and select Copy to new draft.
The new draft inherits the vendor, invoice number, total amount, invoice date, due date, description, and payment method from the original. The invoice document is not copied. The new draft opens immediately for editing.
This is useful for recurring payments to the same vendor — duplicate the previous bill and update the invoice number and date rather than starting from scratch.
Delete a bill
Bills in Draft, Submitted, or Returned status can be deleted. Open the bill, click the actions menu (⋯), and select Delete. Deletion is permanent and irreversible.
Deleting a submitted bill removes it from the approver’s queue. The approver won’t receive a notification — contact them directly if needed.
Notes
When a bill is in the approval flow, a Notes tab appears on the bill sheet. Notes are the in-platform way for requesters and approvers to communicate about a bill.
Any user with access to the bill can add a note. Notes are visible to all parties on the bill and are timestamped.
If an approver returns a bill, their reason appears as a note. Check the Notes tab after a bill is returned to understand what needs to change before resubmitting.
Activity
The Activity tab shows a chronological timeline of everything that has happened on a bill:
- Submission and approval events (who submitted, who approved or returned, when)
- Payment lifecycle events — when the payment was scheduled, when it initiated, and each processing step (e.g. bank account → Dash Cash → vendor account)
- Payment pause or failure events
Use the Activity tab to track where a payment is in processing or to understand why a payment failed.
Search and filter
The bill list supports text search and a filter panel. To open filters, click the filter icon above the bill table.
Available filters:
| Filter | Options |
|---|
| Status | Draft, Pending Approval, Needs Review, Ready for Payment, Payment in Progress, Payment Failed, Paid |
| Vendor | Searchable vendor selector |
| Created by | Searchable user selector |
| Invoice date | Date range |
| Due date | Date range |
| Payment scheduled date | Date range |
Bulk actions
To work through several bills at once, select rows using the checkboxes on the left of the bill table. A bulk action bar appears above the table with the count of selected bills and the actions below. Each action only runs on eligible rows in your selection — anything that doesn’t qualify (for example, an already-paid bill) is skipped.
| Action | What it does | Eligible bills |
|---|
| Submit | Submits every eligible bill for approval in one click. | Bills in Draft or Returned status with no outstanding validation errors. |
| Download invoice | Downloads each selected bill’s invoice document as a separate file. | Bills that have an uploaded or parsed invoice document. |
| Delete | Permanently deletes the selected bills. Dash.fi asks you to confirm first. | Bills in Draft, Submitted, or Returned status. |
