Reimbursements is being rolled out progressively. If you don’t see Reimbursements under Expenses, it isn’t enabled for your account yet. Card charges on Dash.fi cards are handled separately under Card Spend.
Finding your reimbursements
Go to Expenses → Reimbursements in the left-hand navigation. The page lists your claims across six tabs, each with a live count badge:
Users with the expense admin permission see a Mine / Everyone toggle on the table to switch between their own claims and the whole company’s.
Filing a reimbursement
You can only file reimbursements for yourself — claims can’t be filed on someone else’s behalf.- Click New reimbursement at the top of the Reimbursements page.
- Drop a receipt onto the upload area or click to browse. Accepted formats: image or PDF, one receipt per reimbursement, maximum 10 MB.
- Dash.fi uploads the receipt and reads it. While OCR runs, the form fields show as placeholders behind a Reading the receipt banner.
- When reading finishes, the Amount, Date spent, and Merchant fields are prefilled from the receipt. Check them, then pick a Spend category and add a Memo if needed.
- Click Submit. The button shows the amount being claimed, for example Submit $42.50.
Add a bank account before you submit
Every approved reimbursement is paid out automatically, so you can’t submit without a bank account on file. If you have none, the reimbursement form shows Bank account missing — you can’t submit until you add one in the Before you submit checklist, and Submit is disabled. Click Add bank account in that warning. Dash.fi saves your draft, closes the reimbursement form, and opens the payout bank account sheet so you can add one. When you’re done, reopen the draft from Drafts and submit. If your company hasn’t nominated the account reimbursements are paid from yet, submitting is blocked with a message asking you to contact an admin. Ask them to complete the reimbursement payment setup before you resubmit.Policy checks at submission
When you submit, Dash.fi evaluates the reimbursement against your company’s expense policy. Policy rules can require a receipt, a memo, or a spend category, and rules can target reimbursements separately from card expenses, so the requirements may differ from what applies to your Dash.fi card spend. A missing required field never blocks submission. Instead, Dash.fi records it as a policy violation on the claim and shows your approver why it falls outside policy, for example “This reimbursement is missing a receipt.” Your approver can still approve it, or return it so you can supply what’s missing. When you resubmit with every required field filled in, the violations are cleared.Filing without a receipt
If you don’t have the receipt, click I don’t have the receipt instead of uploading. Nothing is prefilled, so fill in every field yourself — at minimum the amount and the date spent. If your company’s policy requires a receipt, submitting without one is flagged to your approver as a policy violation, and they may return the claim until you attach one. If you find the receipt later, the form has a link to switch back and upload it.Reimbursement statuses
Only Draft and Returned reimbursements can be edited. Drafts can also be deleted.
Approval
Submitted reimbursements land in your approver’s Inbox under a Reimbursement Approval label, alongside expense submissions, bill payments, and other requests. They also count toward the pending approvals shown on the approver’s dashboard. The approver sees the claim details — amount, date, merchant, category, memo, and receipt. If the claim was submitted with unmet policy requirements, the approval request also lists the violations and a plain-language reason, such as “This reimbursement is missing a receipt and a memo.” The approver can approve, decline, or return it:- Approve — the claim moves to Awaiting payment.
- Return — the claim moves back to Returned with a note explaining what to change. Fix it and resubmit; resubmitting opens a fresh review and re-runs the policy check, clearing any violations you’ve fixed.
- Declined by policy — if your company’s policy blocks the claim as filed, the submission is rejected up front. Check the amount and receipt, or ask your approver to file an exception.
Setting up your payout bank account
Approved reimbursements are paid by ACH into a bank account you register yourself. Only you can see and change your own bank details. If you have no account on file, a prompt appears at the top of the Reimbursements page. You can still file claims without one, but they can’t be paid until you add an account.Add an account
- On Expenses → Reimbursements, click Bank account in the toolbar (or the prompt banner).
- Click Add bank account.
- Choose the account type (checking or savings), give the account a nickname, and enter the routing number and account number. Dash.fi validates the routing number against the ABA checksum before saving, so typos are caught up front.
- Save. Your first account automatically becomes the default.
Manage accounts
Each account in the list shows its nickname, type, last four digits, and a Default badge on the account your reimbursements are paid into. From the actions menu on each account you can:- Make default — switch payouts to that account.
- Rename — change the nickname. Bank coordinates are fixed once added; to change the routing or account number, add a new account and remove the old one.
- Remove — delete the account. Removing your default moves the default to your oldest remaining account.
For accountants: paying reimbursements
Nominating the account reimbursements are paid from
Before employees can submit reimbursements, an expense admin nominates the connected bank account each payout is funded from. Until this is done, a Reimbursements aren’t being paid yet banner sits at the top of Expenses → Reimbursements, and employees are blocked from submitting.- On Expenses → Reimbursements, click Payment settings in the toolbar, or Choose account on the banner. The Reimbursement payments dialog opens.
- Pick the bank account you want payouts pulled from. Only connected bank accounts are listed. If you have exactly one usable account, it’s preselected.
- Click Save. The banner disappears and employees can start submitting.
Fixing accounts that can’t be used
Bank accounts that Dash.fi can’t pull from are collapsed under a count at the bottom of the dialog, tagged Authorize (the account hasn’t been authorized for pulls yet) or Reconnect (the Plaid link is broken). Fix them under Financial Accounts — reopen the dialog to select them once they’re active. If you have no connected bank accounts at all, the dialog links you to Financial Accounts to connect one first. If Dash.fi can’t resolve your Dash Cash account — because you have none, or more than one — saving is blocked and the dialog explains why. Contact support before setting up reimbursement payments.Paying reimbursements
Users with the expense admin permission work the payout queue at Accounting → Reimbursements. The page has three tabs:
To record a payment made outside the platform, click Mark as reimbursed on a claim in Awaiting payment and confirm. This records that the employee was paid back and can’t be undone. The claim moves to Reimbursed.
Only use Mark as reimbursed for a payment that actually settled outside Dash.fi, or for a Payment failed claim you’ve since paid another way. Once an ACH payout is in flight it can’t be recalled, so marking a Payment in progress claim as reimbursed risks paying the employee twice.
Cancelling a scheduled payout
If an approved claim hasn’t been paid yet, an expense admin can pull it back before the ACH is initiated. On a claim in Awaiting payment, click Cancel payout and confirm. Dash.fi deletes the scheduled payment and moves the claim to Returned, with a note back to the employee so they can fix the claim and resubmit. Resubmitting re-runs approval and schedules a fresh payout. Cancelling is only available while the claim is in Awaiting payment. Once the payout moves to Payment in progress the ACH is in flight and can’t be recalled — if the payment then fails, use Mark as reimbursed to close the claim after paying the employee another way.Accounting sync
If your workspace has a connected accounting platform (QuickBooks Online, Xero, NetSuite, or Sage Intacct), Dash.fi mirrors each reimbursement into it automatically. There’s nothing to configure — sync happens as claims move through approval and payment.What gets synced
When a claim is approved, Dash.fi pushes it to your accounting platform as a vendor bill owed to the employee:- The reimbursee is linked as a vendor (created on first sync, reused after that).
- The claim’s spend category maps to a GL account via your accounting category mappings.
- The bill carries the amount, currency, transaction date, memo, and merchant, with the receipt attached.
Sync statuses
Each claim on Accounting → Reimbursements shows its latest sync attempt:
Common failure reasons include a missing vendor mapping for the reimbursee, a spend category that isn’t mapped to a GL account, or a receipt the platform rejected. Fix the underlying issue (usually a mapping under Accounting → Categories or the reimbursee record), then re-run the sync.
Filtering by sync status
The All tab has a Sync status filter that accepts any combination of In progress, Successful, and Failed. Reimbursements that have never been synced — for example claims still awaiting approval, or older claims from before the accounting connection was set up — aren’t returned by any of those values. Clear the filter to see them.Re-running a failed sync
If a claim’s sync fails or gets stuck, an expense admin can re-run it from the claim. Open the claim from Accounting → Reimbursements and click Sync to accounting. Dash.fi re-triggers the sync using the current claim state — if the bill already exists in the accounting platform it’s updated rather than duplicated, and if the payout has already settled the bill payment is created on the same run. Only use this after fixing whatever the platform rejected. Re-running against the same broken state fails the same way.Related
- Submitting expenses — the equivalent flow for Dash.fi card transactions
- Receipt inbox — upload receipts in bulk and match them to card transactions