> ## Documentation Index
> Fetch the complete documentation index at: https://help.dash.fi/llms.txt
> Use this file to discover all available pages before exploring further.

# Reimbursements

> File out-of-pocket expenses for approval, track them through payment, and set up the bank account your reimbursements are paid into.

Reimbursements cover money you spent yourself — personal card or cash — that your company pays back. You file a claim starting from the receipt, Dash.fi reads the amount, date, and merchant off it, and your approver reviews it before finance pays you back.

<Note>
  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](/expense-management/submitting-expenses).
</Note>

## 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:

| Tab                  | What's shown                                  |
| -------------------- | --------------------------------------------- |
| **All**              | Every reimbursement you've filed              |
| **Drafts**           | Started but not yet submitted                 |
| **Submitted**        | Sent for approval, awaiting review            |
| **Returned**         | Sent back by your approver — changes required |
| **Awaiting payment** | Approved and waiting for finance to pay       |
| **Reimbursed**       | Paid back to you                              |

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.

1. Click **New reimbursement** at the top of the **Reimbursements** page.
2. Drop a receipt onto the upload area or click to browse. Accepted formats: image or PDF, one receipt per reimbursement, maximum 10 MB.
3. Dash.fi uploads the receipt and reads it. While OCR runs, the form fields show as placeholders behind a **Reading the receipt** banner.
4. 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.
5. Click **Submit**. The button shows the amount being claimed, for example **Submit \$42.50**.

Submitting sends the claim to your approver for review and moves it to **Submitted** status.

### 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. Your approver may ask for a receipt before approving. If you find the receipt later, the form has a link to switch back and upload it.

## Reimbursement statuses

| Status                  | Meaning                                      |
| ----------------------- | -------------------------------------------- |
| **Draft**               | Started but not submitted — still editable   |
| **Submitted**           | Sent for approval — locked while in review   |
| **Returned**            | Sent back by your approver — editable again  |
| **Awaiting payment**    | Approved and waiting for finance to pay      |
| **Payment in progress** | Payment is in flight                         |
| **Paid**                | Paid by ACH into your bank account           |
| **Payment failed**      | Payment attempt failed — finance is retrying |
| **Reimbursed**          | Recorded as paid back outside the platform   |

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 — and 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.
* **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

1. On **Expenses → Reimbursements**, click **Bank account** in the toolbar (or the prompt banner).
2. Click **Add bank account**.
3. 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.
4. 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

Users with the expense admin permission work the payout queue at **Accounting → Reimbursements**. The page has three tabs:

| Tab                  | What's shown                                                 |
| -------------------- | ------------------------------------------------------------ |
| **Awaiting payment** | Approved claims waiting to be paid, across the whole company |
| **Reimbursed**       | Claims recorded as paid                                      |
| **All**              | Every claim, filterable by status                            |

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**.

## Related

* [Submitting expenses](/expense-management/submitting-expenses) — the equivalent flow for Dash.fi card transactions
* [Receipt inbox](/expense-management/receipt-inbox) — upload receipts in bulk and match them to card transactions