# Account suspended
Source: https://help.dash.fi/account/account-suspension
What to do if your Dash.fi account has been suspended and cards are declining.
When a Dash.fi account is suspended, every card on the account stops working immediately — transactions are declined at the point of sale. You can still sign in to the app, where a banner at the top of the screen shows the reason and links directly to support.
**There is no self-serve way to lift a suspension.** Contact support and they'll act as quickly as possible.
## What to do right now
Email [support@dash.fi](mailto:support@dash.fi) and include:
* Your company name
* The reason shown on the suspension banner in the app (if visible)
* Any time-sensitive context — for example, if you have ad spend, scheduled payments, or bill payments going out today
Flagging urgency in your message helps support prioritise. The team can see your account status as soon as they pick up your message.
## Why accounts get suspended
### Failed payment
An outstanding payment didn't process successfully.
**What support will do:** Confirm the failed payment and either retry it or work with you to settle the balance. The suspension lifts once the payment issue is resolved.
### Suspicious activity
A hold was placed on the account due to activity that required review. This protects your account while the activity is investigated.
**What support will do:** Review the activity with you and lift the suspension once confirmed. When the activity is legitimate, this is typically a quick process.
### Inactivity
The account hasn't had activity for an extended period.
**What support will do:** Lift the suspension promptly once you confirm you want to resume using the account.
### No reason specified
If the banner just says "Account suspended" without a specific reason, contact [support@dash.fi](mailto:support@dash.fi) with your company name. Support will explain the cause and what's needed to resolve it.
## What's affected while suspended
* **All cards decline** — including virtual cards used for recurring charges such as ad platforms, subscriptions, and software tools
* **New charges can't be processed** until the suspension is lifted
* **You can still sign in** to the app and view your transaction history and account details
## After the suspension is lifted
Cards start working again immediately once support lifts the suspension — no action needed on your side for the cards themselves.
Any charges that failed during the suspension won't retry automatically. You'll need to reprocess those manually or contact the relevant vendors to re-run the payment.
If you have recurring charges or ad spend running on a fixed schedule, check with those platforms after your suspension is lifted to confirm payments processed correctly. Failed charges on ad accounts can affect campaign delivery.
# Business information
Source: https://help.dash.fi/account/business-info
Administrators can update your company's display name, website, and logo directly from Settings on Dash.fi.
Your business information appears across Dash.fi — on the dashboard, statements, and anywhere your company is identified. Administrators can update the fields Dash.fi doesn't need to verify (name, website, and logo) directly from Settings. Legal name, address, and contact details are verified records and still change through support.
## Who can edit business information
Only administrators can edit business information. Everyone else sees the same page in read-only mode with a link to contact support. For a full breakdown of what each role can do, see [User roles](/account/user-roles).
## What you can edit yourself
Administrators can edit these fields in Settings. Changes apply across Dash.fi immediately.
| Field | Notes |
| ----------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Name** | Your company's display name across Dash.fi. Required, up to 128 characters. |
| **Website** | Your company's official website URL, for example `acme.com`. Optional, up to 255 characters. |
| **Logo** | Sourced from [logo.dev](https://logo.dev). Pick from suggestions for your domain, or leave the field empty to show a monogram instead. |
## What still requires support
The following fields are verified records tied to your account and can only be changed by Dash.fi support:
* Legal name
* Business address
* Email
* Phone
To change any of these, click **contact support** from the Business page in Settings, or email [support@dash.fi](mailto:support@dash.fi). Support will verify the request before making the change.
## Updating your business info
Go to [app.dash.fi](https://app.dash.fi) and sign in with an administrator account.
Click **Settings** in the left panel, then open the **Business** tab.
Click **Edit** next to **Name**, **Website**, or **Logo**. Make your change in the dialog and save. Dash.fi validates the value before saving — for example, a website must be a valid domain like `acme.com`.
The change is live across Dash.fi as soon as you save it. You may need to sign out and back in once for the update to appear in every part of the dashboard that reads from your session.
# Account
Source: https://help.dash.fi/account/index
Manage sign-in, two-factor authentication, users, and roles on your Dash.fi account.
This section covers account access and team management — signing in, securing your account with 2FA, and managing who has access and what they can do.
If you need help with account access or settings, open the support chat from any **Contact support** button in the app, or email [support@dash.fi](mailto:support@dash.fi).
# Manage users
Source: https://help.dash.fi/account/manage-users
Account Owners can invite new users, remove existing ones, and update user details on Dash.fi through the Settings panel in the dashboard.
Account Owners can invite new users to Dash.fi, remove users who no longer need access, and manage team membership entirely from the Company panel — no additional tools or external systems required.
## Adding a new user
New users are invited by an Account Owner from the Company panel. Once added, they receive an email to set their own password and access the dashboard.
Go to [app.dash.fi](https://app.dash.fi) and sign in with your Account Owner credentials.
Click **Company** in the left panel of the dashboard.
Within Company, click the **People** tab, then click **Invite Person**.
Fill in the following fields:
* **First Name**
* **Last Name**
* **Phone Number** (optional)
* **Email Address**
The new user will receive a **Reset Password Notification** email at the address you provided.
The new user clicks the **Reset Password** button in the email, creates a password, and gains access to their Dash.fi account.
New users are assigned a default role when added. If you need to assign a specific role such as Accounting, refer to the [User Roles](/account/user-roles) page for details on each permission level.
## Bulk invite users from a CSV
If you need to add several people at once, use the bulk invite flow instead of inviting them one by one. You upload a CSV, review and edit each row in the dashboard, then send all invites in a single step. Dash.fi validates every row before creating any users, so you can fix mistakes without ending up with partial data.
From your Dash.fi dashboard, click **Company** in the left panel and open the **People** tab. Click **Imports** to open the People → Imports page, then click **New import**.
In the bulk invite wizard, download the `user-import-template.csv` file. It contains the exact column headings Dash.fi expects and a sample row you can replace. You can also upload your own export instead — you'll map its columns to Dash.fi fields in the next step.
Add one person per row using these columns:
| Column | Required | Notes |
| ------------ | -------- | ------------------------------------------------------------------------------------------- |
| `firstName` | Yes | Person's first name. |
| `lastName` | Yes | Person's last name. |
| `middleName` | No | Optional middle name. |
| `email` | Yes | Must be a valid work email address and not already in use on your account. |
| `phone` | No | Must be in [E.164 format](https://en.wikipedia.org/wiki/E.164), for example `+12125550100`. |
| `roles` | No | Comma-separated role names. See [User roles](/account/user-roles) for the available roles. |
| `externalId` | No | Your own reference ID for the person, if you track people in another system. |
Upload the completed CSV. Dash.fi parses every row and shows a **Validating people** progress state while it checks them.
Dash.fi opens the import in the **Review import** tab and lists every row with its status. Each row shows the person's name, email, phone, roles, and external ID.
* Rows with problems are flagged with their error, for example a missing name (`invalidName`), an invalid email (`invalidEmail`), an invalid phone number (`invalidPhone`), a duplicate email that already exists on your account (`duplicateEmail`), or a role that doesn't exist (`invalidRole`).
* Click any row to open an edit sheet. You can fix the name, email, or phone, and use the **Roles** picker to add or remove roles per person without re-uploading the CSV.
* Rows without errors are ready to send as-is.
Once every row is valid, confirm the import to send all invites at once. Dash.fi shows an **Invites sent** summary with the count of people invited. Each person receives the same **Reset Password Notification** email as a single invite and appears in your People list once they accept and set a password.
Leave the `roles` column blank to invite people with the default role, then update roles individually from the People tab afterwards.
The **People → Imports** page keeps every bulk invite in one place. Use the **File uploads** tab to resume an upload that's still processing, **Review import** to finish a pending file, and **Completed** to review past imports.
## Export users
Account Owners can export the current list of users to a CSV file — useful for auditing access, reconciling with an HR system, or sharing a snapshot with your finance team. The export mirrors whatever filters you've applied on the People tab.
Click **Company** in the left panel of the dashboard, then open the **People** tab.
Use the search box, status filter, and sort controls to narrow the People table to the users you want to export. The export includes only the rows currently matching your filters.
Click the **Export** button in the table toolbar. Dash.fi generates a CSV and downloads it as `users.csv`.
The CSV includes the following columns for each user: Dashfi ID, External ID, Status, First name, Middle name, Last name, Email, Phone, Roles, Email verified, Phone verified, MFA enrolled, and Created at.
A single export is capped at **1,000 users**. If your current filter matches more than that, Dash.fi returns a `tooManyItems` error instead of a partial file — narrow the filter (for example by status or name) and try again.
## Removing a user
To remove a user's access to the Dash.fi account, follow these steps:
Go to [app.dash.fi](https://app.dash.fi) and sign in with your Account Owner credentials.
Click **Company** in the left panel of the dashboard.
Click the **People** tab and find the user you want to remove. Click directly on their profile to open it.
In the upper-right corner of the user's profile page, click the red **Remove User** button to revoke their access.
Removing a user is immediate. The user will lose access to the dashboard as soon as you confirm the removal. Make sure any cards assigned to that user are reassigned or closed before removing them.
## Updating user information
You cannot edit an existing user's details directly. If a user's name, email address, or other information needs to be updated, create a new user profile with the correct information and then remove the outdated one.
Before removing the old user, make sure the new user has successfully logged in and their access is confirmed. This avoids any interruption in the team member's ability to use Dash.fi.
# Products
Source: https://help.dash.fi/account/products
Enable or disable platform capabilities for your entire organisation. Requires the Administrator role.
The Products page (**Company → Products**) lets administrators turn Dash.fi capabilities on or off for everyone in the organisation. Changes take effect immediately — there's no per-user rollout.
Only users with the **Administrator** role can access this page.
## Products
| Product | Status | Togglable |
| ---------------------- | ------------------- | --------- |
| **Corporate Card** | Always enabled | No |
| **Accounting** | Disabled by default | Yes |
| **Expense Management** | Disabled by default | Yes |
| **Bill Pay** | Disabled by default | Yes |
Each product row shows a status pill:
* **Enabled** — the product is live for your whole team
* **Setup required** — enabled but needs additional configuration (Accounting only, until you connect an ERP)
* **Not enabled** — the product is off
Click any product row to open its detail page, which shows what the product does, its pricing, configuration details, and any related policy links.
## Turn a product on
1. Go to **Company → Products**.
2. Find the product and click **Set up**.
3. On the detail page, click **Enable \[Product name]**.
The product turns on immediately for every team member. No page refresh needed.
**Accounting note:** After enabling Accounting, the status shows **Setup required** until you connect QuickBooks Online, QuickBooks Desktop, NetSuite, or Xero. Go to **Settings → Integrations** (or click **Connect platform** from the Accounting product row) to add the connection.
## Turn a product off
1. Go to **Company → Products** and click the product row.
2. On the detail page, click **Turn off**.
3. A confirmation dialog shows what will happen. Review the consequences carefully — items highlighted in red are destructive and can't be undone.
4. If any consequence is destructive, type the product's name exactly to unlock the **Turn off** button.
5. Click **Turn off \[Product name]** to confirm.
Turning a product back on restores access but doesn't undo any data that was removed (such as a cancelled payment or a cleared approval queue).
***
## Corporate Card
*Scales with your business and earns up to 3% cashback.*
Credit that scales with your business — limits grow with your performance and spend earns cashback as part of your rewards proposal. Issue unlimited virtual cards with their own spend limits and geography rules, instantly.
Corporate Card is always on for every customer. There's no toggle, and it can't be disabled.
### Pricing
| | |
| -------------------- | --------------------------------------------------------------- |
| Annual fee | \$0 |
| Cashback | Up to 3% — bundled into your rewards proposal |
| Personal guarantee | None — business assessed on revenue, spend, and payment history |
| Credit limit | Performance-based — scales with business performance |
| Virtual cards issued | Unlimited — instant issuance with per-card controls |
| Rewards redemption | ACH or debit — no minimum |
### Policy links
**Card request approvals** — configure who can approve new card requests at **Company → Policy → Card request approvals**.
***
## Accounting
*A dedicated workspace for accountants and bookkeepers.*
A dedicated place for accountants and bookkeepers to review, code, and sync card expenses. Your finance team gets their own view — coded transactions, reconciliation status, and CSV export, synced to QuickBooks Online, QuickBooks Desktop, NetSuite, or Xero — without card management or company settings.
### What enabling does
* Opens a dedicated Accounting view for accountants and bookkeepers to manage, review, and code card expenses, without card management or company settings.
* Lets you connect QuickBooks Online, QuickBooks Desktop, NetSuite, or Xero. Your chart of accounts imports automatically.
* AI merchant mapping suggests the right GL code for each card expense; corrections train the model for next time.
* Coded card expenses sync to your ERP continuously, so your ledger stays current without a month-end batch.
After enabling, go to **Settings → Integrations** to connect your accounting platform. The product shows **Setup required** until a connection is made.
### Pricing
| | |
| ------------------------------ | ----------------------------------------- |
| Platform fee | Included |
| Per synced transaction | Free |
| Historical backfill (one-time) | Free up to 24 months |
| Accountant & bookkeeper seats | Free — invite by link, no per-seat charge |
### What disabling does
Disabling Accounting is destructive. The confirmation dialog requires you to type **Accounting** exactly before proceeding.
* The connection to your ERP is revoked. Continuous sync stops immediately.
* In-flight sync of pending records is cancelled. Coded-but-unsynced card expenses accumulate in Dash.fi until re-enabled.
* Already-synced records remain in your ledger untouched.
***
## Expense Management
*Every expense, coded before it reaches you.*
Expense capture that runs itself. The moment a card is charged, the cardholder is prompted for a receipt. Merchant, amount, coding, and policy checks happen automatically, then each expense routes to the right manager for approval and on to your accountant.
### What enabling does
* Active immediately. Every card charge from the moment you switch it on is captured for coding.
* The cardholder is notified the moment a charge posts — by email or push depending on their channel — and attaches a receipt in a tap from iOS, Android, or the web.
* AI codes each transaction to a chart-of-accounts category and GL code based on the merchant; suggestions improve as your team accepts or overrides them.
* Policy violations are flagged at submission, before they reach an approver, so finance reviews exceptions rather than every line.
* Approval rules route each expense to the right manager — by amount, category, or team — so spend is reviewed before it posts. Set thresholds once and the workflow runs itself.
### Pricing
| | |
| ------------------ | ----------------------------------------------- |
| Platform fee | Included |
| AI receipt OCR | Free — \~20s per expense |
| AI category coding | Free — learns from your corrections |
| Policy enforcement | Included — out-of-policy flagged at submission |
| Approval routing | Included — by amount, category, or team |
| Accountant view | Included — no seat fee for external accountants |
### What disabling does
Disabling Expense Management is destructive. The confirmation dialog requires you to type **Expense Management** exactly before proceeding.
* Existing expenses are kept — nothing is deleted.
* Card transactions continue to post.
* Employees and staff stop coding their own transactions and uploading receipts. Your accountant or bookkeeper can still code expenses, just without that help.
* Expenses no longer go through employee policy checks or approval workflows.
### Policy links
* **Expense approvals** — configure who approves card transactions at **Company → Policy → Expense approvals**.
* **Expense requirements** — set memo, receipt, and coding requirements at **Company → Policy → Expense requirements**.
***
## Bill Pay
*Vendor invoices, captured, coded, and paid.*
End-to-end accounts payable. Upload an invoice and OCR extracts every field, then AI codes the line items to your chart of accounts. Each bill runs through your approval workflow before it pays by ACH, virtual card, or a 30, 60, or 90 day cash advance. Vendors receive remittance on every payment.
### What enabling does
* Available to every customer that has completed Dash.fi's KYB and KYC approval. Turn it on and it's live right away with no separate verification.
* Upload invoices as PDFs in the Bill Pay queue and OCR extracts vendor, amount, line items, and due date in seconds. The Bill Pay tab appears for Administrators, Bookkeepers, Accountants, and AP Clerks.
* AI codes each bill's line items to your chart of accounts and GL codes; corrections train the model for next time.
* Every bill runs through an approval workflow before any money moves. Route by amount, vendor, or team, then set the rules once so each bill reaches the right approver.
* Pay by ACH, virtual card, or a 30, 60, or 90 day cash advance — chosen per vendor or per bill. Remittance advice is emailed to the vendor on every payment.
### Pricing
| | |
| ------------------------------ | --------------------------------------------- |
| Platform fee | \$0 |
| ACH payment | Free, 1–3 business days |
| Virtual card payment | Free, instant — earns Corporate Card cashback |
| Cash advance on a bill | Available on 30, 60, or 90 day terms |
| Vendor onboarding & remittance | Included |
### What disabling does
Disabling Bill Pay is destructive. The confirmation dialog requires you to type **Bill Pay** exactly before proceeding.
* Existing bills, payment history, and remittance records are kept. Nothing is deleted.
* Bills already paid are unaffected.
* Scheduled payments that haven't sent yet are cancelled.
* Pending bill approvals stop routing and are cleared.
* The Bill Pay tab is hidden for your team. No new invoices can be uploaded or payments scheduled until re-enabled.
### Policy links
**Bill Pay approvals** — configure who approves bills before they're paid at **Company → Policy → Bill Pay approvals**.
# Signing in to Dash.fi
Source: https://help.dash.fi/account/sign-in
Sign in to Dash.fi using Google, Microsoft, email link, or password.
Dash.fi supports four ways to sign in. All methods go through the same login page at [app.dash.fi](https://app.dash.fi).
## Sign-in methods
| Method | How it works |
| -------------- | ------------------------------------------------------------------------- |
| **Google** | OAuth sign-in via your Google account |
| **Microsoft** | OAuth sign-in via your Microsoft account |
| **Email link** | Passwordless — enter your email and receive a one-click verification link |
| **Password** | Sign in with your email address and password |
### Google and Microsoft
Click **Google** or **Microsoft** on the login page. You'll be redirected to the provider's OAuth flow to authenticate, then returned to Dash.fi.
Google One Tap may also appear automatically if you're already signed into a Google account in your browser.
### Email link
Click **Email link**, enter your email address, and click **Submit**. Dash.fi sends a verification link to your inbox. Click the link in the email to sign in — no password needed.
### Password
Click **Password**, enter your email address and password, and click **Continue**. If you've forgotten your password, click **Forgot password?** to receive a reset email.
## Choosing an organization and account
If your email is associated with more than one Dash.fi organization or account, you'll be prompted to choose one after authenticating. If you only belong to a single organization with a single account, Dash.fi takes you straight to the dashboard.
If your organization requires a specific sign-in method (for example, Google only), you'll see a prompt explaining which methods are allowed. If the organization you select requires MFA, you'll be asked for a verification code before continuing.
## Switching organizations and accounts
Once signed in, you can switch organizations and accounts at any time from the switcher at the bottom of the sidebar. The switcher only appears when you have more than one account, or belong to more than one organization.
Click the switcher to open the menu:
* **Switch account** — your current organization's accounts are listed under its name. Selecting one swaps the active account in place and refreshes the dashboard data. No reload required.
* **Switch organization** — other organizations you belong to are listed alongside the current one. Selecting another organization signs you into it in a fresh session. If that organization requires MFA and you don't have a factor enrolled yet, you'll be asked to set one up before the dashboard loads. If you already have a factor, you'll enter a verification code instead.
## Managing your password and 2FA
Password reset and personal 2FA settings live under **Profile → Security**:
* **Reset your password** — click the reset icon next to **Password**. Dash.fi emails you a secure link to set a new one.
* **Manage 2FA methods** — add or remove an authenticator app or text-message verification.
Organization-wide MFA policy (requiring 2FA for everyone) lives under **Settings → Security** and is only visible to administrators with permission to change it.
## Trouble signing in
* **Can't find the verification email** — check your spam folder. The email comes from Dash.fi and arrives within a few minutes.
* **Forgot your password** — use the **Forgot password?** link on the password login screen, or trigger a reset from **Profile → Security** if you're already signed in.
* **Lost access to 2FA** — see [Two-factor authentication](/account/two-factor-authentication) for recovery options.
* **Account access issues** — contact [support@dash.fi](mailto:support@dash.fi).
# Two-factor authentication
Source: https://help.dash.fi/account/two-factor-authentication
Set up authenticator-app or text-message two-factor authentication on your Dash.fi account and generate recovery codes.
Two-factor authentication (2FA) adds a second verification step to your login. Dash.fi supports two methods:
* **Authenticator app (TOTP)** — a 6-digit code generated by an authenticator app on your device. Recommended, works offline.
* **Text message (SMS)** — a 6-digit code sent to your phone.
You can enable either method, or both. Adding both gives you a fallback if one becomes unavailable.
## Set up 2FA
You'll be prompted to secure your account when you first sign in. On the **Secure your account** screen, choose **Authenticator app** or **Text message**. After you enroll one method you can add the other, or click **Continue to dashboard** to finish. If your organization doesn't require 2FA, you can also click **Skip for now** and set it up later from your profile.
Setup can also be completed from the Dash.fi mobile app. When you sign in on mobile and reach the **Secure your account** screen, you can enroll an authenticator app or a text-message factor without switching to the web dashboard. See [Signing in to the mobile app](/mobile/sign-in#setting-up-mfa-on-mobile) for the mobile flow.
### Authenticator app (recommended)
Install an authenticator app on your mobile device. Dash.fi recommends **Google Authenticator** or **Authy**, both available for iOS and Android. If you don't have one yet, expand **No authenticator app yet? Get one** on the setup screen. Scan the QR code to open the App Store or Play Store listing.
Dash.fi generates your account QR code as soon as the setup screen loads. Open your authenticator app and scan it to link your Dash.fi account.
Can't scan the code? This happens when you're setting up on the same device as the app. Under **Can't scan?**, click **Copy** next to the setup key and paste it into your authenticator app.
Dash.fi generates a set of one-time-use recovery codes. Click **Download** to save them, or copy them into a password manager. You'll need them if you lose access to your authenticator device. Each code can only be used once.
Enter the current 6-digit code your authenticator app shows for Dash.fi. Setup is complete once the code is accepted.
If an authenticator app is already set up on your account, the setup screen tells you to remove the existing one from **Profile → Security** before enrolling a new device.
### Text message
On the text-message setup screen, enter the mobile number you want to receive codes on. Dash.fi sends a 6-digit code by SMS.
Enter the code from the message to confirm the number. If it doesn't arrive, wait for the resend countdown to finish (30 seconds) and click **Resend code**.
Dash.fi generates a set of one-time-use recovery codes. **Download and store them securely** — you'll need these if you lose access to your phone. Each code can only be used once.
## Manage 2FA methods
Go to **Profile → Security** to add or remove factors at any time:
* **Authenticator app** — click **+** to add, or the trash icon to remove.
* **Text message** — click **+** to add, or the trash icon to remove. The masked number is shown once verified.
You can have both methods enabled at the same time. When you sign in, Dash.fi picks a default method and you can switch to the other on the verification screen.
Your organization may require 2FA for everyone. If it does, you can't remove your only enrolled factor — add a second one first, then remove the one you don't want.
Administrators with permission to change organization-wide MFA policy will also see a **Security** tab under **Settings**, where they can require 2FA for all members.
## Signing in with 2FA
After setup, each login that requires verification prompts you for a code.
* **Authenticator app** — enter the current 6-digit code from your authenticator app.
* **Text message** — Dash.fi sends a code automatically. Enter it from the message. To send a new code, wait for the resend countdown to finish and click **Resend code**.
* **Both enrolled** — pick which method to use from the verification screen.
If you no longer have access to either method, click **Use recovery code instead** and enter one of your saved recovery codes (format: `xxxx-xxxx-xxxx`). Each recovery code is single-use.
Switching to a different organization from the account switcher signs you into that organization in a fresh session. If that organization requires 2FA and you don't have a factor enrolled yet, you'll be asked to set one up before the dashboard loads.
## Codes are being rejected
If your authenticator app is generating codes but Dash.fi rejects them as invalid, the most common cause is **phone clock drift** — when your device's clock falls out of sync, TOTP codes are generated for the wrong time window and fail validation.
To resolve this:
Open your phone's system settings and turn on automatic date and time. This keeps your device clock in sync with the network.
Open Google Authenticator, then go to **Settings → Time correction for codes → Sync now**.
Delete the old Dash.fi entry from your authenticator app.
In Dash.fi, open the authenticator setup screen again and scan the new QR code with your authenticator app.
Enter the 6-digit code as soon as it appears to avoid the code expiring mid-entry.
If codes are still rejected after these steps, contact [support@dash.fi](mailto:support@dash.fi).
## SMS code didn't arrive
* Confirm the phone number on file under **Profile → Security → Text message**. If it's wrong, remove the factor and add it back with the correct number.
* Check your phone's signal and that SMS from short codes isn't blocked.
* Wait for the 30-second resend countdown to finish, then click **Resend code**.
* If nothing arrives after two attempts, switch to your authenticator app (if enrolled) or use a recovery code.
## Lost access to your authenticator or phone
If you've lost your device and don't have recovery codes, contact [support@dash.fi](mailto:support@dash.fi). The support team will verify your identity before resetting 2FA on your account.
When you get in touch, include:
* The email address on your Dash.fi account
* Your full name
* A brief description of what happened (for example, lost phone, new device, deleted the authenticator app, changed phone number)
The team may ask you to verify your identity with a government-issued ID or other documentation. Once your identity is confirmed, they'll reset 2FA and you can set it up again from your new device.
Never share your 2FA codes or recovery codes with anyone, including Dash.fi support. Dash.fi staff will never ask you for them.
# User roles
Source: https://help.dash.fi/account/user-roles
Understand the roles available in Dash.fi and what each one can access.
Dash.fi uses role-based access to make sure each team member sees and can do exactly what they need. You assign a role when you invite someone to the account.
## Roles
| Role | Best for | Summary |
| ----------------- | ----------------------------------- | -------------------------------------- |
| **Administrator** | Company owner, finance lead | Full access except Rewards |
| **Manager** | Team leads | Manages their team's spend & approvals |
| **Employee** | Cardholders | Requests cards, submits own expenses |
| **Accountant** | External accountant | External read-only accounting |
| **Bookkeeper** | External bookkeeper, senior finance | Full access accounting |
| **AP Clerk** | Accounts payable | Manage bills and vendors |
| **IT Admin** | IT | Manages integrations and tech settings |
| **Rewards admin** | Rewards program manager | Manages customer rewards |
## Role details
### Administrator
Full system access with control over all features, settings, and user management, except for customer rewards. Administrators can manage users and groups, issue and approve cards, view all transactions, manage financial accounts, trigger payments, configure accounting sync, manage integrations, and manage agents. Administrators are also the only role that can complete your account's [application](/getting-started/application) and change organization-wide 2FA policy. Assign to your company owner or finance lead.
### Manager
Manages their team's spend and approvals. Managers can invite people, manage their team's membership and budgets, issue cards for their team, review card requests from their team, and view their team's card transactions. They can't access company-wide financial data or settings.
### Employee
The standard role for cardholders. Employees can request a card, use cards assigned to them, reveal their own card details, submit their own expenses for approval, and view their own card transactions. No visibility into company-wide data.
### Accountant
Read-only access of the accounting domain. Often useful for external accountants who need to audit and monitor financials but are not authorized to transfer funds. Accountants can view financial data, transactions, budgets and statements, and manage accounting synchronizations. They can't move funds or manage users.
### Bookkeeper
Full accounting access. Bookkeepers can manage financial accounts, process payments, handle expenses and maintain financial records, plus manage people, teams and budgets. Includes everything the Accountant can do, and adds the ability to move funds, issue cards, and manage agents. Assign to an external bookkeeper or senior finance operator who needs hands-on account access.
### AP Clerk
Focused on accounts payable. AP Clerks can process accounts payable, manage bills and vendors, view financial accounts, statements and budgets, and make payments. No access to card management or accounting sync.
### IT Admin
Integration management only. IT Admins can configure Dash.fi integrations with external systems. No access to financial data. IT Admins have read-only visibility of Bill Pay's [connected mailboxes](/bill-pay/connected-mailboxes) — connecting or disconnecting a mailbox is done by an Administrator, Accountant, or Bookkeeper.
### Rewards admin
Manages customer rewards. Rewards admins can view the rewards overview, rewards cards, transactions, and contract terms. No access to core spend management, financial accounts, or company settings.
## Permission reference
| Permission | Admin | Manager | Employee | Accountant | Bookkeeper | AP Clerk | IT Admin |
| ----------------------------------- | ----- | ------- | -------- | ---------- | ---------- | -------- | -------- |
| Invite people | ✅ | ✅ | ❌ | ❌ | ✅ | ❌ | ❌ |
| Manage all people and groups | ✅ | ❌ | ❌ | ❌ | ✅ | ❌ | ❌ |
| Manage managed people and groups | ❌ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
| Issue cards | ✅ | ✅ | ✅ | ❌ | ✅ | ❌ | ❌ |
| Request a card | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
| Review card requests (all) | ✅ | ❌ | ❌ | ❌ | ✅ | ❌ | ❌ |
| Review card requests (managed) | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
| Reveal card details (own) | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
| View all card transactions | ✅ | ❌ | ❌ | ✅ | ✅ | ❌ | ❌ |
| View managed card transactions | ❌ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
| View own card transactions | ✅ | ✅ | ✅ | ❌ | ❌ | ❌ | ❌ |
| Manage all budgets | ✅ | ❌ | ❌ | ✅ | ✅ | ❌ | ❌ |
| Manage managed budgets | ❌ | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ |
| View financial accounts | ✅ | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ |
| Manage financial accounts | ✅ | ❌ | ❌ | ❌ | ✅ | ✅ | ❌ |
| View payments | ✅ | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ |
| Make payments | ✅ | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ |
| View statements | ✅ | ❌ | ❌ | ✅ | ✅ | ✅ | ❌ |
| View and manage accounting sync | ✅ | ❌ | ❌ | ✅ | ✅ | ❌ | ❌ |
| Manage integrations | ✅ | ❌ | ❌ | ❌ | ❌ | ❌ | ✅ |
| Manage Bill Pay connected mailboxes | ✅ | ❌ | ❌ | ✅ | ✅ | ❌ | ❌ |
| View and manage agents | ✅ | ❌ | ❌ | ❌ | ✅ | ❌ | ❌ |
| View insights | ✅ | ✅ | ❌ | ✅ | ✅ | ❌ | ❌ |
## Inviting a user
Go to **Company → People** and click **Invite Person**. Enter the person's name and email address, then select their role. They'll receive an email to set their password and activate their account.
To invite several people at once, click **Imports** on the People tab and start a new import. You can upload a CSV, pick a role for each row in the review step, and send all invites in one go. See [Bulk invite users from a CSV](/account/manage-users#bulk-invite-users-from-a-csv) for the full flow.
# Agents
Source: https://help.dash.fi/agents
Dash.fi's audit agents monitor your spend, catch overcharges, and recover credits across advertising, shipping, and AI.
Dash.fi agents work in the background to audit your spend, catch overcharges and fraud, and recover credits — across your biggest variable costs.
## Available agents
Audit ad traffic, detect click fraud, and recover ad credits and overcharges.
Audit carrier spend, recover overcharges, and negotiate better rates.
Monitor AI and LLM spend, detect waste, and recover overcharges.
**Coming soon.** Put idle cash to work — find funds you don't need for operations and earn 4% on them.
# Connected mailboxes
Source: https://help.dash.fi/bill-pay/connected-mailboxes
Connect a Gmail or Microsoft 365 mailbox so vendor invoices sent to your normal work inbox become draft bills in Dash.fi automatically.
The Bill Pay **email connector** links a Gmail or Microsoft 365 mailbox directly to Dash.fi. Once connected, Dash.fi scans the mailbox for invoice-like emails, reads each attachment, and creates a draft bill — no forwarding required.
The email connector is rolling out behind the `emailConnectorEnabled` feature flag and requires the Bill Pay product. If you don't see **Email** in Settings → Integrations, contact [support@dash.fi](mailto:support@dash.fi) to enable it.
## Email inbox vs. connected mailbox
Bill Pay has two ways to turn emailed invoices into draft bills. Both create the same kind of draft bill and share the [Create a bill](/bill-pay/create-a-bill) review flow — pick whichever matches how invoices already reach your team.
| | [Email inbox](/bill-pay/email-inbox) | Connected mailbox |
| ----------------------- | ------------------------------------------------------------------------ | -------------------------------------------------------------------------------- |
| **How it works** | Users forward invoices to a dedicated `@invoices.dash.fi` address. | Dash.fi reads a real Gmail or Microsoft 365 mailbox with read-only OAuth access. |
| **Best for** | Teams already used to forwarding invoices to a shared inbox. | Vendor invoices that arrive at a normal work inbox (e.g. `ap@yourco.com`). |
| **Setup** | Bill Pay → **New bill** → **Forwarding address** → Create inbox. | Settings → Integrations → **Email** → Connect a mailbox. |
| **Sender restrictions** | Only users in your organization, SPF-authenticated. | Any sender — the mailbox owner controls that. |
You can use both at the same time.
## Connect a mailbox
You need the **email-connection: write** permission to connect a mailbox (Administrator, Accountant, or Bookkeeper).
1. Go to **Settings → Integrations → Email**.
2. Click **Connect a mailbox**.
3. Pick a provider — **Google** or **Microsoft 365**.
4. Pick what to import:
* **Bill-like emails only** — Dash.fi scans for invoice-like emails. Best for a personal inbox that also receives non-invoice mail.
* **All emails with attachments** — every email with an attachment is scanned. Best for a dedicated AP mailbox.
5. Click **Connect** and complete the OAuth flow with your provider. Dash.fi requests read-only mailbox access — we never see your password.
You're returned to the Email settings page and a **Mailbox connected** confirmation appears. New invoices arriving in the mailbox will show up in **Bill Pay → Drafts** as they're ingested.
The ingest mode is fixed when you connect. To change it, disconnect the mailbox and connect it again.
## The connection card
Each connected mailbox appears as a card on the Email integration page. The card shows the address, the provider, the ingest mode (for example, "Google · Bill-like emails"), a status pill, and sync health.
### Status
| Pill | Meaning |
| ---------------------- | ------------------------------------------------------------------------------------------------------------------------ |
| **Active** | The connection is valid and Dash.fi is scanning the mailbox. |
| **Reconnect required** | The provider revoked the grant (password change, permission removed, admin action). Click **Reconnect** to re-authorise. |
| **Disconnected** | The mailbox is no longer scanned. |
### Sync health
The line under the address describes the most recent scan:
| Line | Meaning |
| -------------------------- | ----------------------------------------------------------------------------------- |
| **Last synced X ago** | The last scan finished successfully. |
| **Checking now…** | A scan is in flight. |
| **Last sync failed X ago** | The last scan errored. The connection is still valid — click **Sync now** to retry. |
| **Awaiting first sync** | The mailbox was just connected. |
### Actions
* **Sync now** — trigger an immediate scan. New drafts appear in **Bill Pay → Drafts** as they're processed.
* **Reconnect** — restart the OAuth flow for a mailbox in **Reconnect required**.
* **Disconnect** — stop scanning and revoke Dash.fi's access. Existing draft bills are kept. Available on any connection.
Sync, reconnect, and disconnect all require **email-connection: write**.
## Review received emails
Open the **Received emails** activity drawer to audit every email the connector ingested across all of your connected mailboxes, newest first. You can open it two ways:
* From Bill Pay, click **New bill → Connected email**. The dropdown entry also carries a status pill — **Connected**, **Reconnect**, or **Not connected** — that reflects the health of your linked mailboxes at a glance.
* From **Settings → Integrations → Email**, click **Received emails**.
Each row shows the sender, subject (when present), source mailbox, when the email arrived (to the second), its status, and each attachment with its own outcome. Truncated senders, subjects, and file names reveal the full value on hover. Rows ingested before the connector started persisting envelope data show **Unknown sender** and no subject.
Two filters sit at the top of the log:
* **Source mailbox** — **All mailboxes** (default) or a single connected mailbox.
* **Status** — **All statuses** (default), **Processing**, **Processed**, **Filtered**, or **Failed**.
Reopening the drawer always jumps back to page 1.
### Email status
| Status | Meaning |
| -------------- | -------------------------------------------------------------------------------------------------- |
| **Processing** | Dash.fi is still processing the email. Refresh shortly. |
| **Processed** | Dash.fi scanned the email and handled any qualifying attachments. |
| **Filtered** | The email didn't qualify for import; see the filter reason. |
| **Failed** | Processing errored unexpectedly. Contact [support@dash.fi](mailto:support@dash.fi) if it persists. |
### Filter reasons
| Reason | What happened |
| ------------------ | ------------------------------------------------------------------------------------ |
| `noRealAttachment` | The email had no attachments other than inline signature images. |
| `noKeywordMatch` | Ingest mode is **Bill-like emails only** and this email didn't look like an invoice. |
| `selfSent` | The email was sent from the connected mailbox itself. |
| `notInbox` | The email lives in a folder Dash.fi doesn't scan (Sent, Drafts, Trash, etc.). |
### Attachment outcomes
Expand a row to see each attachment on the email with its own outcome:
| Status | Meaning |
| ---------------- | -------------------------------------------------------------------------------------------------------------------- |
| **Processing** | The attachment is being parsed into a draft bill. |
| **Bill created** | A draft bill was created — click **View bill** to open it. |
| **Skipped** | The attachment was unsupported, unreadable, or oversized — see the skip reason. |
| **Duplicate** | The same attachment already imported as another live bill; the row notes the existing bill's status and links to it. |
| **Bill deleted** | The bill this attachment became was deleted. The content can be re-imported on the next scan. |
| **Failed** | Import errored unexpectedly. |
## Role-based access
The `email-connection` resource controls who can manage connected mailboxes.
| Role | Access |
| ----------------- | ------------ |
| Administrator | Read + write |
| Accountant | Read + write |
| Bookkeeper | Read + write |
| IT Admin | Read only |
| Employee, Manager | Read only |
Read access lets someone see the Email settings page and the received-emails log. You need write access to connect, reconnect, disconnect, or trigger a sync. See [User roles](/account/user-roles) for the full permission matrix.
## Related
* [Email inbox](/bill-pay/email-inbox) — the forward-to-Dash.fi alternative
* [Create a bill](/bill-pay/create-a-bill) — review and submit the draft bills produced by the connector
* [Manage bills](/bill-pay/manage-bills) — find drafts created from connected mailboxes
* [User roles](/account/user-roles) — full permission reference
# Create a bill
Source: https://help.dash.fi/bill-pay/create-a-bill
Create, submit, and pay a vendor bill in Dash.fi.
## Before you start
The vendor must exist in Dash.fi before you can create a bill. See [Manage vendors](/vendors/manage-vendors) if you need to add one first. For ACH payments, the vendor also needs a bank account on file.
## Step 1: Create the bill
Go to **Bill Pay** in the left-hand menu and click **New bill**. The dropdown lists every intake method with a short description. When the [connected email](/bill-pay/connected-mailboxes) integration is enabled, **Connected email** also carries a status pill — **Connected**, **Reconnect**, or **Not connected** — so you can tell at a glance whether that path is ready.
You can create a bill six ways:
**Upload 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.
**Forwarding address** — opens the **Email inbox** activity drawer. Forward a vendor invoice to your dedicated `@invoices.dash.fi` address and each attachment becomes a draft bill, with the file stored on the bill and the AI prefill applied automatically. The drawer shows recent forwarded emails and per-attachment outcomes. See [Email inbox](/bill-pay/email-inbox) for how to set up the address and read the activity log.
**Connected email** — opens the **Received emails** activity drawer for mailboxes you've linked in **Settings → Integrations → Email**. The drawer lists recent inbound emails with sender, subject, source mailbox, and per-attachment outcomes so you can audit what the connector picked up. See [Connected mailboxes](/bill-pay/connected-mailboxes) for setup and the full activity view. This entry is hidden until the connector is enabled for your organization.
**Bulk import (CSV)** — upload a spreadsheet to create many bills at once. The CSV must be 10 MB or smaller. Dash.fi validates the file and size before uploading and flags a stalled upload as **Failed** so you can retry instead of waiting on a hung wizard. After upload, map your columns and Dash.fi opens a review table with a row per bill — fix any flagged rows, use **Bulk actions** to update or skip many rows at once, then click **Process** to create the bills. Validation runs automatically as each row is processed; rows that fail stay flagged so you can fix and retry. Only the person who started the import can validate, process, submit, or delete it — everyone else on the account keeps read access to the rows and their errors. See [Bulk import a CSV](/vendors/import#bulk-import-a-csv) for the shared wizard steps and the [Bulk actions](/vendors/import#bulk-actions) reference. You can also drop multiple invoice files anywhere on the Bill Pay page to run the same bulk import through AI capture — see [Bulk import invoices](#bulk-import-invoices) below.
**ERP import** — pull unpaid bills straight from your connected accounting platform (QuickBooks, Xero, NetSuite, or Sage Intacct). Hover **ERP import** on desktop (or tap it on mobile) to choose **Import now** for a one-off sync or **Scheduled sync** to run the import automatically every night. See [Scheduled ERP imports](/bill-pay/scheduled-imports) for setup, filters, and how the run-on-ready trigger works.
**Manual input** — key in a single bill by hand: vendor, invoice number, currency, invoice date, due date, total amount, and line items.
## 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.
## Step 3: Set the payment details
**Payment method** — choose how the vendor will be paid. Methods are shown as a 2x2 card grid; each card displays its eligibility state and, for cash advance, a fee chip with the current rate. **Single-use card** is selected by default — switch to **ACH**, **Cash advance**, or **Off-platform** if you'd rather pay another way.
| Method | How it works |
| ------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **ACH** | Pay directly from a Dash.fi financial account (e.g. Dash Cash) or a connected bank account. |
| **Cash advance** | Draw against your credit line to fund the bill. Select a repayment term (typically 30, 60, or 90 days); Dash.fi shows the fee on the card before you confirm. Requires an active credit line with enough available limit to cover the bill total. See [Cash advance](/payments/cash-advance) for details. |
| **Single-use card** | Generates a virtual card and emails it to the vendor — no bank account required. The card name and recipient email auto-fill from the vendor record. Optionally select a card type (Advertising, Shipping, Plastiq, or General). See [Payment options](/bill-pay/payments) for details. |
| **Off-platform** | Records and tracks the bill without moving funds through Dash.fi — use for wires, cheques, or other payments settled externally. |
Cash advance only appears in the grid if your account is eligible. If you've applied but aren't approved yet, the card shows as **Pending**. If you don't see the option, contact [support@dash.fi](mailto:support@dash.fi) to check eligibility.
* **Scheduled payment date** — the date you want the payment to execute
* **Remittance notifications** — optionally add email recipients to notify when payment completes
## 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.
Both the invoice slot and the supporting-document slot accept PDF, PNG, JPG, and WEBP files up to 10 MB each. While a file is being sent to storage, Dash.fi shows a progress bar in place of the upload button so you can see how much of the file has transferred. If you pick a file that's too large or the wrong type, Dash.fi rejects it with a toast before the upload starts.
## 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.
## 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.
## 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](/bill-pay/payments) for scheduling rules, cut-off times, and how to cancel or retry a payment.
## 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.
## Bulk import invoices
When you have several invoices to process, drag-and-drop bulk import creates draft bills for an entire batch at once. Each file runs through the same AI invoice capture as a single-file upload, so every dropped file becomes a draft bill with the vendor, dates, totals, and line items prefilled.
**How to use it:**
1. Open **Bill Pay**.
2. Drag invoice files from your file manager onto the page. A full-page overlay appears with **Drop invoices to import** and the per-batch limit.
3. Drop the files. The overlay switches to **Importing N invoices…** while the batch runs.
4. When the batch finishes, a summary toast reports the result and includes a **View drafts** action to jump to the **Drafts** tab.
You can also select multiple files at once from the **New bill → Upload invoice** picker — Dash.fi runs the same bulk import flow when you select more than one file.
**Supported formats and limits:**
* Accepted file types: PDF, PNG, JPG, and WEBP.
* Up to 25 files per batch (the drop overlay shows the limit).
* Each file must be 10 MB or smaller. Larger files are rejected up front and don't create a draft.
**Progress:**
* While the batch runs, the overlay's **Importing N invoices…** state includes a progress bar. The bar is weighted by file size, so a batch containing one large file and several small ones advances steadily instead of jumping when each small file finishes.
**Results and error handling:**
* Successful imports appear as drafts in the **Drafts** tab. Open each one to review the AI-prefilled fields before submitting.
* If some files fail, the summary toast persists until you dismiss it and groups failures by reason (for example, *Unsupported file type*, *File too large*, or *Couldn't be uploaded*) with the affected filenames listed under each reason.
* If you drop more files than the per-batch limit, Dash.fi rejects the whole batch and creates no drafts — remove some files and try again.
* A successful all-files batch auto-dismisses the toast.
## FAQ
Yes. Invoice upload is an optional shortcut that prefills the bill from the document — you can fill in all fields manually instead.
Not directly. If a bill needs changes after submission, an approver can return it to you. Once returned, you can edit and resubmit. Approved bills can't be edited.
Use the off-platform payment method. The bill is tracked and syncs to accounting, but no funds move through Dash.fi. Useful for wires, cheques, or any payment settled externally.
Yes. **Cash advance** is a top-level option in the payment method grid alongside ACH, single-use card, and off-platform — you no longer select it from inside the ACH funding source selector. Select the Cash advance card, select a repayment term, and confirm. The advance covers the bill total, and Dash.fi shows the fee on the card and again at confirmation. See [Cash advance](/payments/cash-advance) for details.
Only if your approval policy requires it. If your policy auto-approves bill payments, bills proceed directly to payment on submission.
# Email inbox
Source: https://help.dash.fi/bill-pay/email-inbox
Forward vendor invoices to a dedicated Dash.fi address and we'll turn each attachment into a draft bill.
The Bill Pay **Email inbox** gives your company a dedicated forwarding address — `@invoices.dash.fi` — that turns inbound invoices into draft bills. Forward an email and Dash.fi reads each attachment, prefills a draft bill with AI, and logs the email in the activity feed.
## When to use it
Use the email inbox when invoices already arrive in your inbox and you'd rather forward them than upload each file by hand. It's especially useful for:
* Routing vendor emails into Bill Pay without manual downloads
* Letting multiple teammates funnel invoices into the same draft queue
* Capturing a single audit log of every email that reached Bill Pay, whether it imported, was skipped, or was rejected
For one-off invoices you already have on disk, **Upload an invoice** in the [Create a bill](/bill-pay/create-a-bill) flow is still the fastest path. If your vendor invoices already land in a normal work inbox — for example an `ap@yourco.com` mailbox — connecting that mailbox directly is usually simpler than forwarding each one. See [Connected mailboxes](/bill-pay/connected-mailboxes).
## Provision your address
1. Go to **Bill Pay** and click **New bill → Forwarding address**.
2. In the side-sheet, click **Create inbox**. Dash.fi reserves a slug under `invoices.dash.fi` for your organization (for example, `acme@invoices.dash.fi`).
3. Copy the address with the copy button and share it with anyone who forwards invoices.
The address is **frozen for the life of your organization** — once created it never changes, so it's safe to save in vendor records or contact lists. Creating an inbox requires the **Bill: write** permission.
After provisioning, **Forwarding address** stays in the **New bill** dropdown for everyone with access to Bill Pay, and the side-sheet shows the address plus the activity log.
## Who can send to it
Dash.fi accepts forwarded mail only when the sender is a user in your organization. Each inbound email is checked against, in order:
1. **Spam and virus verdicts** — emails AWS SES flags as spam or virus are rejected.
2. **SPF authentication** — the envelope sender must pass SPF. DKIM alone isn't enough. Make sure the mailbox you forward from has SPF correctly configured.
3. **Sender domain** — the envelope sender's domain must match one of the email domains of users in your Dash.fi organization.
4. **Sender identity** — the sender must resolve to a known user in your organization.
Mail that fails any of these checks is recorded in the activity log with a rejection reason (see below) and never creates a draft bill. Direct-from-vendor delivery is not supported yet — forward from your own mailbox.
## Supported attachments
Dash.fi sniffs the attachment bytes rather than trusting the file extension, so renaming a file won't change how it's processed.
| Status | What it means |
| --------------- | --------------------------------------------------------------------------------------------------------------- |
| **Supported** | PDF, JPEG, PNG, and WebP attachments — each becomes its own draft bill. |
| **Unsupported** | Other file types (Word docs, spreadsheets, ZIP archives, logos in unsupported image formats, etc.) are skipped. |
| **Unreadable** | The attachment couldn't be decoded — for example, a corrupt PDF. |
| **Oversized** | The attachment exceeds the per-attachment size cap and is skipped. |
Inline images that are part of the email signature (CID-referenced HTML assets) are ignored. There's a per-email cap on the number of attachments processed; emails with more than that have their remaining attachments skipped.
If an email arrives with **no** supported attachment at all, the whole email is rejected with `noUsableAttachment` and no draft bill is created.
## Where draft bills land
Every imported attachment becomes a **draft** bill, prefilled by Dash.fi's AI just like **Upload an invoice** — vendor, invoice number, currency, invoice date, due date, total amount, and line items. The original attachment is stored on the bill.
You can find the new draft in the **Drafts** tab in Bill Pay, or open it directly from the activity log using **View bill**. Review the prefilled fields, fix anything the AI got wrong, set payment details, and submit just like any other bill. See [Create a bill](/bill-pay/create-a-bill) for the full flow.
## Read the activity log
Open **New bill → Forwarding address** to see every email that reached the address, newest first, with pagination at the bottom. Each row shows the sender, subject (when present), when the email was received (to the second), the per-email status, and each attachment with its own outcome. Truncated senders, subjects, and file names reveal the full value on hover.
Narrow the log with the **Status** filter at the top of the activity list — **All statuses** (default), **Received**, **Processed**, **Rejected**, or **Failed**. Reopening the drawer always jumps back to page 1.
### Email status
| Status | Meaning |
| ------------- | ------------------------------------------------------------------------------------------------------- |
| **Processed** | The email was accepted and at least one attachment was handled. |
| **Received** | Dash.fi is still working on the email — refresh the sheet shortly. |
| **Rejected** | The email failed a guardrail check; see the rejection reason. |
| **Failed** | Processing errored unexpectedly. Reach out to [support@dash.fi](mailto:support@dash.fi) if it persists. |
### Rejection reasons
| Reason | What happened |
| -------------------- | ------------------------------------------------------------------------------------- |
| `unknownSlug` | The address the email was sent to doesn't match a provisioned inbox. |
| `domainMismatch` | The sender's domain isn't one of your organization's user domains. |
| `authFail` | The sender failed SPF authentication. |
| `spam` | SES flagged the email as spam or carrying a virus. |
| `unknownSender` | The sender's domain matches, but the address isn't a known user in your organization. |
| `volumeExceeded` | The address received too many emails in a short window. |
| `noUsableAttachment` | The email had no supported, readable attachment. |
### Attachment outcomes
Expand a row to see every attachment on the email with its own outcome:
| Status | Meaning |
| ---------------- | -------------------------------------------------------------------------------------------------------------------- |
| **Processing** | The attachment is being parsed into a draft bill. |
| **Bill created** | A draft bill was created. Click **View bill** to open it. |
| **Skipped** | The attachment was unsupported, unreadable, or oversized — see the skip reason. |
| **Duplicate** | The same attachment already imported as another live bill; the row notes the existing bill's status and links to it. |
| **Bill deleted** | The bill this attachment became was deleted. The content can be re-imported on the next forward. |
| **Failed** | Import errored unexpectedly. |
## FAQ
No. The address is frozen when you create the inbox — it never changes for the lifetime of your organization, so it's safe to save in vendor records.
Not in this release. Dash.fi only accepts forwarded mail from users in your own organization (validated by SPF and your user email domains). Have someone on your team forward the vendor's invoice.
Forwarding can rewrite the envelope sender in ways that break SPF, or move the message under a domain that isn't one of your user domains. Try forwarding from a primary work mailbox, or use **Upload an invoice** in [Create a bill](/bill-pay/create-a-bill) as a fallback.
They're recorded in the activity log with a skip reason (`unsupported`, `unreadable`, or `oversized`) and no draft bill is created. Any other supported attachments on the same email still import normally.
## Related
* [Connected mailboxes](/bill-pay/connected-mailboxes) — the alternative that reads a Gmail or Microsoft 365 mailbox directly
* [Create a bill](/bill-pay/create-a-bill) — including the upload and manual intake methods
* [Manage bills](/bill-pay/manage-bills) — find and edit drafts created from forwarded emails
* [Bill pay](/bill-pay) — bill lifecycle, tabs, and exports
# Bill pay
Source: https://help.dash.fi/bill-pay/index
Pay vendors directly from Dash.fi — with AI invoice capture, approval workflows, ACH and card payments, and automatic accounting sync.
Bill Pay is Dash.fi's end-to-end accounts payable tool. Create and approve vendor invoices, schedule payments, and sync everything to your accounting platform — without switching between systems.
## Bill lifecycle
```text theme={null}
Draft → Submitted → Approved → Payment in progress → Paid
↘ Returned → (revised) → Resubmitted
↘ Declined
```
| Status | Meaning |
| ------------------- | ---------------------------------- |
| Draft | Created but not submitted |
| Pending Approval | Submitted, awaiting review |
| Approved | Approved, payment scheduled |
| Payment in Progress | Payment initiated |
| Paid | Payment completed |
| Returned | Sent back by approver for revision |
| Payment Failed | Payment attempt failed |
## Payment methods
| Method | How it works |
| ------------------------ | ------------------------------------------------------------------------------------------------------ |
| **ACH (direct deposit)** | Pay from a Dash.fi financial account (e.g. Dash Cash) or a connected bank account via Plaid |
| **Single-use card** | Generates a virtual card and emails it to the vendor — no bank account required on the vendor side |
| **Off-platform** | Records and tracks a bill settled outside Dash.fi (wire, cheque, etc.) — no funds move through Dash.fi |
## Bill pay tabs
The left-side tab bar keeps bills organized by status:
| Tab | Shows |
| --------------- | ------------------------------------------------------ |
| Overview | All bills grouped by status |
| Drafts | Bills saved but not submitted |
| Needs Attention | Bills returned by an approver or with a failed payment |
| For Approval | Bills awaiting review |
| For Payment | Bills approved and scheduled |
| History | Paid bills |
## Exporting bills
Bill Pay supports two distinct exports, both available from the **Export** menu in the bill table toolbar and both scoped to your current search and filters — not the rows you've checked:
* **Export as CSV.** Dash.fi downloads a CSV of every bill in the current view. Use this for reporting, reconciliation, or sharing bill data outside Dash.fi.
* **Download invoices (zip).** Dash.fi compresses the invoice PDFs or images for every bill in the current view into a single ZIP file. When the archive is ready, Dash.fi emails a download link to your account email.
See [Manage bills](/bill-pay/manage-bills) for the full list of available filters and bulk actions.
## Bulk invoice import
Drag-and-drop multiple invoice files (PDF, PNG, JPG, or WEBP) anywhere on the Bill Pay page to create draft bills in one batch. Each file runs through the same AI invoice capture as a single upload, and the summary toast at the end groups any failures by reason. See [Bulk import invoices](/bill-pay/create-a-bill#bulk-import-invoices) for the supported formats, per-batch limit, and how errors are reported.
## Related
* [Create a bill](/bill-pay/create-a-bill) — step-by-step guide to creating and submitting a bill
* [Scheduled ERP imports](/bill-pay/scheduled-imports) — automatically pull unpaid bills from your accounting platform every night
* [Email inbox](/bill-pay/email-inbox) — forward vendor invoices to a dedicated address and let Dash.fi draft the bill for you
* [Manage bills](/bill-pay/manage-bills) — edit, duplicate, delete, search, and track bill activity
* [Payment options](/bill-pay/payments) — scheduling rules, card types, and how to cancel, pause, or retry a payment
* [Manage vendors](/vendors/manage-vendors) — add vendors and payment methods before creating bills
* [Vendor details](/vendors/vendor-details) — contacts, tax information, and vendor approval request types
* [Approval workflows](/spend-management/approval-workflows) — configure who reviews bill payments
# Manage bills
Source: https://help.dash.fi/bill-pay/manage-bills
Edit, duplicate, delete, search, and track bill activity in Dash.fi Bill Pay.
## 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.
Once a bill is deleted, you can no longer upload or replace invoice and supporting documents on it. The bill sheet stays viewable for record-keeping, but document uploads are disabled.
## 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 |
You can also toggle column visibility to show or hide fields like Submitted At, Paid At, Description, or Payment Method.
## Export bills
Use the **Export** menu in the bill table toolbar to pull bill data or invoice documents for reporting, reconciliation, or sharing outside Dash.fi. Both options run against every bill that matches your current search and filters, not just the rows you've selected. Narrow the list first if you only want a subset, such as a single vendor or a date range.
The menu is disabled when no bills match the current view or while an export is in progress.
### Export as CSV
Click **Export → Export as CSV**. Dash.fi generates a CSV of every bill in the current view and downloads it to your browser. Dash.fi rejects very large result sets — apply tighter filters and try again if you hit a limit.
### Download invoices (zip)
Click **Export → Download invoices (zip)**. Dash.fi confirms the recipient email address, then gathers the invoice PDFs or images for every bill in the current view and compresses them into a single ZIP file. When the archive is ready, Dash.fi emails a download link to your account email. Bills without an uploaded or parsed invoice are skipped.
Because the ZIP is built in the background, you can close the page or keep working while it runs. Check your inbox for the download link.
To download a single bill's invoice without exporting, open the bill and click the download icon next to the invoice document.
## 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. |
| **Delete** | Permanently deletes the selected bills. Dash.fi asks you to confirm first. | Bills in **Draft**, **Submitted**, or **Returned** status. |
The count next to each bulk button (for example, **Submit 8**) shows how many of your selected rows the action will touch. Bills that don't match the eligibility rules for that action stay selected but aren't affected. After the action runs, Dash.fi shows a toast summarising how many succeeded and how many failed.
**Submit** and **Delete** prompt for confirmation before running. **Delete** can't be undone.
# Bill payment options and controls
Source: https://help.dash.fi/bill-pay/payments
ACH scheduling rules, single-use card types, and how to cancel, pause, retry, or mark a bill payment as complete in Dash.fi.
## Payment methods
### ACH
ACH payments are funded from a Dash.fi financial account (such as Dash Cash) or a connected bank account. When setting up an ACH payment:
**Pay-from account** — select the account to fund the payment from. Each account shows its available balance. If the selected account has less than the bill total, Dash.fi shows a warning. You can still submit the payment, but make sure funds are available by the scheduled date.
If your account has an accounting integration active, accounts that aren't mapped to a GL account show a warning indicator. Click it to go to the account mapping settings and resolve the mapping before the bill syncs.
**Memo for vendor** — an optional free-text field included in the ACH transaction. Use this to send a payment reference or invoice number to the vendor's bank.
**Scheduling rules** — ACH payments are processed on the scheduled date in US Central Time. The date picker blocks weekends and federal bank holidays, so you can only select business days. Payments typically arrive within 1–3 business days of the scheduled date, depending on the receiving bank.
### Cash advance
Cash advance is a top-level payment method in the bill grid. Selecting it draws funds from your Dash.fi credit line to pay the bill — there's no need to move cash into your bank or Dash Cash account first. Use it when you want to pay a vendor now and repay later against a fixed term.
**Eligibility** — the Cash advance card only appears for accounts with an active credit line. The card surfaces its state directly in the grid:
| Card state | Meaning |
| ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Available** | Eligible and your available credit covers the bill total. Selecting the card opens the term picker. |
| **Apply** | Eligible to apply but no approved limit yet. Selecting the card opens the application flow. |
| **Pending** | Application submitted, awaiting approval. Card is disabled until terms are issued. |
| **Insufficient funds nudge** | The ACH funding source warning surfaces this nudge when the selected bank account can't cover the bill. Selecting it switches the bill to the Cash advance method. |
**Fee chip** — every Cash advance card shows a fee chip with the current rate. Dash.fi recalculates the exact fee against the bill total and confirms it in the term picker before you submit.
**Term** — select a repayment term (typically 30, 60, or 90 days). The fee scales with the term you select. Dash.fi repays the principal plus fee automatically from Dash Cash on the due date.
See [Cash advance](/payments/cash-advance) for the full fee structure, repayment behaviour, and how to track active advances.
### Single-use card
Dash.fi generates a virtual card and emails it to the vendor's address. The vendor charges the card once, and it can't be reused.
**Card name** — auto-filled from the vendor name and invoice number. You can edit it before submitting.
**Recipient email** — auto-filled from the vendor's default contact. Saved vendor contacts appear as selectable chips below the field. You can also type a different address directly.
**Card type** — optional. Select a type to optimise the card for a specific merchant category:
| Card type | For payments to |
| --------------- | ------------------------------------------ |
| **Advertising** | Facebook, Google, Amazon, or Microsoft Ads |
| **Shipping** | UPS or FedEx |
| **Plastiq** | Payments routed through Plastiq |
| **General** | All other vendors |
If you don't select a card type, Dash.fi issues the card without a category restriction. For ad platforms and shipping carriers, selecting the matching type reduces the chance of a decline.
#### Resend the card email
If the vendor missed the original email (filtered to spam or sent to the wrong contact), you can resend the single-use card without creating a new payment. Open the bill and select **Resend card email** from the actions menu.
The dialog shows the original recipient and lets you pick a different vendor contact from the dropdown. If the right person isn't listed, select **Add contact** to add them to the vendor first, then start the resend again.
Resend is available while the payment is in progress and the card email step is still pending. Once the vendor charges the card or the email step completes, the resend action is hidden.
### Off-platform
Off-platform bills are tracked and synced to accounting, but no funds move through Dash.fi. Use this for wires, cheques, or any payment handled outside the platform.
Once the bill is approved, mark it as paid manually. See [Mark an off-platform bill as paid](#mark-an-off-platform-bill-as-paid) below.
## Remittance notifications
When **Send remittance notice when paid** is checked, Dash.fi emails the listed recipients when payment completes. You can add multiple recipients, each with a name and email address. The vendor's default contact is added automatically when you first enable this option.
## Schedule a payment
You set the payment date when creating or editing a bill. It can be any future business day (weekends and bank holidays are blocked). Once a bill is approved, the payment executes on that date.
Payment dates are processed in US Central Time. If you're in a different timezone, set the date accordingly.
## Cancel a scheduled payment
If a bill has been approved but payment hasn't initiated yet, you can cancel the scheduled payment. Open the bill and select **Cancel payment** from the actions menu.
After cancellation, the bill returns to a state where it needs to go through approval again before you can schedule a new payment.
Cancellation is only available while the payment status is **Scheduled**. Once Dash.fi begins processing the payment, you can't cancel it.
## Pause and resume a payment
If a payment is in progress but hasn't fully completed, you can pause it. Open the bill and select **Pause payment**.
Pausing stops processing after the current payment step finishes. It can't interrupt a step that's already underway. When paused, the payment shows a **Payment paused** status in the Activity tab.
To resume, open the bill and select **Resume payment**. Before resuming, make sure your funding account has enough balance to cover the payment.
## Retry a failed payment
If a payment fails (the bill shows **Payment Failed**), open the bill and select **Retry payment** from the actions menu. A confirmation dialog appears before the retry is submitted.
Check the Activity tab for the failure reason before retrying. For example, if the failure was due to insufficient funds, fund the account before retrying.
## Mark an off-platform bill as paid
Once an off-platform bill is approved and you've made the payment externally, open the bill and select **Mark as paid**. A dialog prompts for:
* **Payment reference** (required) — the cheque number, wire reference, or other identifier for the external payment
* **Payment date** — defaults to today; can be set to today or tomorrow
* **Payment time**
All three fields are required. The bill moves to **Paid** status and syncs to your accounting platform with the reference recorded.
# Scheduled ERP imports
Source: https://help.dash.fi/bill-pay/scheduled-imports
Automatically import unpaid bills from your accounting platform on a nightly schedule.
Scheduled ERP imports pull unpaid bills from your connected accounting platform (QuickBooks, Xero, NetSuite, or Sage Intacct) every night. New bills show up in Bill Pay without anyone kicking off an import by hand. Use this once your ERP is the system of record for bills and you want that data flowing into Dash.fi continuously.
## Before you start
* You need an active accounting integration. Connect one under **Settings → Integrations** first — the schedule page will warn you if no connection is active.
* You need the **bill:write**, **bulk-import:write**, and **bulk-import-schedule:write** permissions to edit the schedule. Users without them see the schedule in read-only form.
* The **New bill → ERP import** entry is only visible when the ERP import feature is enabled for your workspace and you can import from accounting.
## Open the ERP import menu
Go to **Bill Pay** and click **New bill**. When ERP import is available, the dropdown includes an **ERP import** entry:
* On desktop, hovering **ERP import** opens a side sub-menu with two options.
* On mobile, tapping **ERP import** opens a dialog listing the same options.
The two options are:
* **Import now** — opens the on-demand bulk import dialog to sync your current unpaid bills from your accounting platform in one pass. See [Run an ERP import on demand](#run-an-erp-import-on-demand) below.
* **Scheduled sync** — takes you to `/bill-pay/imports/schedule` to configure the nightly schedule.
If your role only has one of the two permissions, only that option appears.
## Configure the nightly schedule
From **New bill → ERP import → Scheduled sync**, open the **Nightly accounting sync** card and click **Edit**.
In the schedule dialog:
1. Toggle **Automatic nightly sync** on to enable the schedule, or off to pause it. When enabled, Dash.fi imports bills from your accounting platform every night.
2. Optionally narrow which bills sync using any combination of these filters:
* **Created date range** — only import bills created in your accounting platform within this range.
* **Updated date range** — only import bills updated within this range.
* **Vendors** — only import bills for the vendors you select. Leave empty to import for all vendors.
3. Click **Save**.
The schedule card summarizes the active filters and shows the last time the schedule was updated. Toggling the switch off leaves your filters saved for the next time you re-enable the schedule.
Bills that arrive from a scheduled sync land in your **Drafts** tab by default so you can review before submitting. If you'd rather have new bills auto-imported without a review step, use the **Import automatically once ready** option on an on-demand ERP import (see below) — the schedule itself always runs in review mode.
## Review alert for incomplete syncs
If a scheduled sync finishes but couldn't import every bill it pulled in (for example, some rows failed validation), Dash.fi shows a **Scheduled imports need review** warning banner at the top of the app. The banner links to the **Imports → Ready** view, filtered to the affected sync, so you can finish importing the remaining bills. Click **Dismiss** to hide the banner for that specific import.
The banner reappears if a later scheduled sync also leaves items unimported.
## Run an ERP import on demand
From **New bill → ERP import → Import now**, the bulk import dialog opens with the same filters as the schedule (created date range, updated date range, vendors). At the bottom of the dialog there are two extra checkboxes:
* **Import automatically once ready** — when checked, Dash.fi skips the ready-for-review step and imports every pulled-in bill as soon as the ERP connection returns results. Use this when you trust the incoming data and don't need a manual review pass. When unchecked (the default), bills land in the **Ready** view for you to review and confirm before they become drafts.
* **Create missing vendors** — when checked, any incoming bill whose accounting-platform vendor doesn't match an existing Dash.fi vendor triggers a new vendor to be created from the source vendor's name, country, and currency at the same time the bill is imported. Leave it unchecked to have those rows flag as unmatched so you can pick or create a vendor by hand. Archived vendors in your accounting platform are never matched or created.
These checkboxes are only available on bill imports.
Click **Start import** to kick off the sync. The dialog shows progress, and you can jump straight to the resulting import from the confirmation.
## Review the pulled-in bills
Once the sync lands, open the import from the **Imports** view to review each row. Bills seeded from a Rutter connection keep their source attachments (invoice PDFs and supporting documents) alongside each row — click the attachment on a row to download the original file straight from the accounting platform without leaving Dash.fi. When you process the row, those attachments are imported once as bill documents on the resulting draft bill.
## Submit imported bills in bulk
After processing finishes, the import's completion screen offers a **Submit bills** action. Clicking it opens a confirmation and then submits every bill that was imported by this run in one pass, sending each one through your bill pay approval workflow. The same **Submit bills** button also shows up above the review table once any rows are imported, so you can submit without waiting for the completion screen.
Submission runs in the background — you can leave the page and come back later. Bills that were already submitted are skipped, so running **Submit bills** twice is safe. The button hides once every imported bill from the run has left the **Draft** status.
You need **bill:write** and **bulk-import:write** to submit imported bills.
## Only the creator can mutate an import
Every bulk import is scoped to the person who created it. Only that user can **Validate**, **Process**, **Submit bills**, or **Delete** the import — the API rejects the same actions from anyone else with a **403 Forbidden**, and the buttons are hidden or disabled in the UI. Other members of the account can still open the import and read every row, its status, and its errors, so the import is auditable across the team even though the creator is the only one who can move it forward. Bulk actions on the review table follow the same rule.
If the original creator is unavailable, delete the import and re-run it from your own account to take ownership.
## Filter and manage scheduled imports
The **Imports** view under Bill Pay lists every bulk import — CSV uploads, on-demand ERP imports, and scheduled ERP imports — with a **Source** column that distinguishes them. Filter by **Trigger** to see just scheduled runs, or by **Source** to see just ERP imports. Each row links to its ready-for-review or completed view.
## Related
* [Create a bill](/bill-pay/create-a-bill) — every way to intake a bill, including the one-off **Bulk import (CSV)** and drag-and-drop invoice upload
* [Manage bills](/bill-pay/manage-bills) — search, filter, and act on bills once they've been imported
# Card declines
Source: https://help.dash.fi/cards/card-declines
Understand why Dash.fi cards get declined and how to resolve each type.
When a card is declined, the transaction detail in the app shows the reason. Use the sections below to find the message you saw and resolve it.
This page covers standard Dash.fi virtual cards. The **Rewards Card** is a different product — you can't edit its allowed countries or spend categories yourself, so restriction-based declines are resolved by support. See [Rewards Card](/rewards/rewards-card) if you were declined on a Rewards Card.
## Spend category not allowed
**What you see in the app:** "Spend category not allowed"
**First step — check your card's Spending Controls.** Open the card in the app and look at which categories are enabled.
* **The merchant's category is missing from the card** — add it. If your account allows that category, you can add it to the card yourself without contacting support. Save the card and retry the payment.
* **You can't add the category, or it's not available to select** — the category is restricted at the account level on that card. Create a new card with broader category controls instead: choose an unrestricted template, or a general expenses card that covers a wide range of merchant types. If you need the specific category unlocked account-wide, contact [support@dash.fi](mailto:support@dash.fi).
Cards created from narrow templates (for example, an advertising-only card) only work at merchants in that category. If you need a general-purpose card, choose an unrestricted template or manually select all relevant categories when creating it.
## Country not allowed
**What you see in the app:** "Country not allowed"
**First step — check your card's Allowed Countries setting.** Open the card in the app, scroll to **Allowed Countries**, and look for the merchant's country.
* **The country is missing from the card** — add it. If your account supports that country, you can add it to the card yourself without contacting support. Save the card and retry the payment.
* **You can't add the country, or it's not available to select** — the country isn't enabled on your account. Contact [support@dash.fi](mailto:support@dash.fi) to request it be added at the account level.
By default, cards work in the **United States** and **Ireland**. If the merchant's country isn't available to add to your card, contact [support@dash.fi](mailto:support@dash.fi) to enable it at the account level — then you can add it to any card yourself.
## Spend limit reached
**What you see in the app:** "Purchase amount limit reached", "Single purchase limit reached", "Purchase count limit reached", or "International purchase limit reached"
**For "Purchase amount limit reached" — check the card's spend limit first.** Open the card and look at its configured daily or monthly limit.
* **The card has a spend limit set** — edit the card to raise or remove the limit. Save and retry.
* **The card has no limit set (or is set to "Unlimited")** — the account-level limit has been reached. Contact [support@dash.fi](mailto:support@dash.fi) to discuss an increase.
The other limit messages have a fixed resolution:
| Message | Cause | Fix |
| ------------------------------------ | ----------------------------------------------------------------------------------- | ------------------------------------------------- |
| Single purchase limit reached | Single transaction exceeds the per-transaction cap set on the account | Contact [support@dash.fi](mailto:support@dash.fi) |
| Purchase count limit reached | This card has used its maximum number of transactions — applies to single-use cards | Create a new card |
| International purchase limit reached | International spend limit exceeded on the account | Contact [support@dash.fi](mailto:support@dash.fi) |
Your account's overall limit applies regardless of individual card limits. A card set to "Unlimited" will still decline if the account-level limit is reached.
## Card is frozen or archived
**What you see in the app:** "Card frozen" or "Card archived"
The card's state is preventing transactions.
**Frozen ("Card frozen"):** The card was frozen manually. Unfreeze it from the card detail sheet and retry the payment.
**Archived ("Card archived"):** The card has been permanently closed. It can't be reactivated. Create a new card to continue.
## Card expired
**What you see in the app:** "Card expired"
The card's expiry date has passed. Create a new card to continue.
## Card details mismatch
These declines happen when the details entered at checkout don't match what's on file. They're common when manually typing card details into a form.
| Message | Cause | Fix |
| ----------------------------------- | -------------------------------------------- | ------------------------------------------------------------------------------------------------------------ |
| Card expiry mismatch | Wrong expiry date entered | Check the expiry date in the card detail sheet and re-enter it |
| Card security code mismatch | Wrong CVV entered | Check the CVV in the card detail sheet and re-enter it |
| Address verification not successful | Billing address or postal code doesn't match | Make sure the address at checkout matches your Dash.fi account exactly — check it at **Settings → Business** |
| 3D Secure failed | 3D Secure authentication wasn't completed | Retry the payment and complete the authentication step when prompted |
Ad platforms and subscription services often save card details. If a card starts declining after a CVV or expiry change, update the saved details on the merchant's side.
## Issuer decline
**What you see in the app:** "Unknown error"
A rare disruption in Dash.fi's banking partner infrastructure. This isn't caused by your account settings or the merchant.
* Wait a short time and retry
* If multiple cards decline at the same time with no limit or category explanation, contact [support@dash.fi](mailto:support@dash.fi) immediately — this typically signals a partner system issue
Simultaneous declines across multiple cards almost always indicate a partner outage, not an account problem. Contact support right away.
## Quick troubleshooting
Check the transaction detail in the app — it shows the exact reason. The most common causes without a visible limit hit are a spend category restriction or a country restriction. Open the card's Spending Controls to check which categories and countries are allowed. If the missing category or country can be added to the card, you can do it yourself — no need to contact support.
The card most likely has spend category restrictions. Open the card detail sheet, check Spending Controls, and add the missing category. If the category isn't available to add, the restriction is at the account level — contact [support@dash.fi](mailto:support@dash.fi).
Check the transaction detail. If it says "Country not allowed", open the card and check its Allowed Countries. If the merchant's country isn't listed, try adding it — if it's available to select, you can enable it on the card yourself. If the country isn't available to add at all, it's not enabled on your account — contact [support@dash.fi](mailto:support@dash.fi).
The card may have been frozen — either manually or automatically due to unusual spend activity. Open the card in Dash.fi and check the status. If it shows Frozen, click Unfreeze to restore it. If you're unsure why it was frozen, contact [support@dash.fi](mailto:support@dash.fi).
This usually means the account-level spend limit has been reached. Check the card settings — if no card-level limit is set but charges are still declining, contact [support@dash.fi](mailto:support@dash.fi) immediately. It may be an account limit or a partner system issue.
Re-check the card details at checkout: expiry date, CVV, and billing address. Copy the address directly from Settings → Business to avoid a mismatch. If details are correct and the error persists, contact [support@dash.fi](mailto:support@dash.fi) with the merchant name.
# Create cards
Source: https://help.dash.fi/cards/create-cards
Create virtual cards with spend limits, category controls, and cardholder assignments.
Cards are created from the **Cards** tab. Depending on your organisation's settings, you may create a card immediately or submit a card request for approval.
## Create a card or request one
If your organisation has card approval enabled, the button reads **Request Card** and your submission routes to an approver before the card is issued. If approval isn't required, clicking **Create Card** issues the card immediately.
See [Card requests](#card-requests) below for how the approval flow works.
## Steps
From the [Dash.fi dashboard](https://app.dash.fi), click **Create Card** (or **Request Card**) in the top-right of the Cards tab. A panel slides out from the right.
Select a spend template to pre-fill category controls. Available templates include:
* **Advertising** — ad platform spend
* **Shipping** — shipping and carrier spend
* **Software / SaaS** — software subscriptions
* **Plastiq** — bill payment via Plastiq
* **PayPal** — unrestricted (all categories allowed)
* **Apple Wallet / Google Wallet** — general expenses with tokenisation enabled
* **General Expenses**, **Professional Services**, **Travel & Entertainment**, **Office Supplies**, **Meals & Expenses**, **Gas & Auto**
You can skip template selection and configure categories manually.
Give the card a descriptive name. Names must be unique — you'll see an error if a card with the same name already exists.
Select **Recurring** (multi-use, for ongoing charges) or **Single-Use** (deactivates after the first successful transaction). This setting is permanent and can't be changed after the card is created.
Select a limit frequency and amount:
| Limit type | Description |
| ---------- | --------------------------------- |
| Unlimited | No limit on spending |
| Daily | Resets every 24 hours |
| Monthly | Resets each calendar month |
| Lifetime | Total cap for the card's lifetime |
Minimum spend limit: **\$10** for both recurring and single-use cards. The limit cannot exceed your account's overall daily or monthly limit.
The cardholder defaults to you. Administrators and account owners can change this to any other person on the account. Cardholder assignment is locked after the card is created.
Expand **Spend controls** to restrict which merchant categories the card can be used at. Categories are pre-filled if you chose a template. If no categories are selected, the card will decline at all merchants — make sure to select at least one, or use the PayPal template for unrestricted spend.
Click **Create Card** to issue immediately, or **Request Card** to submit for approval.
## Card requests
When card approval is enabled for your organisation:
* Submitting a card creation opens an approval request in the reviewer's inbox
* You can view your pending requests in the **Your Requests** tab on the Cards page
* Statuses: **Pending** (submitted), **Changes Requested** (returned by reviewer — you can edit and resubmit), **Approved**, **Declined**
* To withdraw a request, open it from **Your Requests** and click **Delete**
Approvers can approve, decline, or return a request with comments. If returned, you'll receive a notification and can update the card settings before resubmitting.
## Billing address
Every card uses the billing address registered on your Dash.fi account. Merchants use this for card verification. If the address entered at checkout doesn't match, the transaction may be declined.
To check your billing address, go to **Settings → Business**.
# Apple Wallet & Google Wallet
Source: https://help.dash.fi/cards/digital-wallets
Add a Dash.fi card to Apple Wallet or Google Wallet for in-app and online payments.
You can add a Dash.fi card to Apple Wallet or Google Wallet and use it anywhere Apple Pay or Google Pay is accepted — in apps, in browsers, and at contactless terminals.
To be usable in a digital wallet, a card must be created with the **Apple Wallet / Google Wallet** template. This can't be enabled on an existing card — you'll need to create a new one.
## Create a wallet-enabled card
1. Go to **Cards** and click **Create card**
2. On the template selection screen, choose **Apple Wallet / Google Wallet**
3. Set a name, spend limit, and cardholder as usual
4. Click **Create card**
The card is created with general expense categories enabled and a card profile that supports wallet provisioning. Once created, you'll see a notice in the card detail sheet confirming it can be added to Apple Wallet or Google Wallet.
## Add to Apple Wallet
1. Open the **Wallet** app on your iPhone or iPad
2. Tap **+** in the top-right corner
3. Select **Debit or Credit Card** and follow the on-screen steps
4. Enter your Dash.fi card details or scan the card when prompted
5. Complete any verification step required
For full instructions, see [Apple's guide to adding a card to Wallet](https://support.apple.com/en-us/108398).
## Add to Google Wallet
1. Open the **Google Wallet** app on your Android device
2. Tap **Add to Wallet** → **Payment card**
3. Scan your Dash.fi card or enter the details manually
4. Follow the prompts to verify the card
For full instructions, see [Google's guide to adding a card to Google Wallet](https://support.google.com/wallet/answer/12058983).
## Notes
* **Existing cards can't be converted.** The wallet template must be selected at creation time. If you need an existing card's spending in Apple or Google Pay, create a new card with the Apple Wallet / Google Wallet template and archive the old one once the new card is set up.
* **To check if a card is wallet-enabled**, open the card detail sheet — a notice at the top confirms whether the card supports wallet provisioning.
* **Spend categories** default to general expenses. You can adjust this when creating the card if needed.
# Cards
Source: https://help.dash.fi/cards/index
Create and manage virtual cards for your team — with spend controls, approval workflows, and real-time transaction visibility.
The Cards section is where you create, view, and manage every virtual card on your Dash.fi account. Cards are virtual by default and can be configured with spend limits, category restrictions, and cardholder assignments before being issued.
## Card types
Dash.fi has two dimensions of card type:
**Recurring vs Single-Use (standard cards)**
* **Recurring** — standard multi-use card for ongoing or repeat charges (subscriptions, ad platforms, software). Most cards are this type.
* **Single-Use** — automatically deactivates after the first successful transaction. Useful for one-off purchases where you want the card to expire immediately after use.
The type is set at creation and can't be changed afterwards.
**Rewards cards**
A separate card product accessible from the Rewards section. Rewards cards are issued as virtual cards and are managed separately from standard cards. See [Manage Cards](/cards/manage-cards) for how to request a Rewards Card.
## What you see in the card list
The card list shows all cards you have permission to view. By default, archived cards are hidden — use the status filter to include them.
Each card row shows:
* Card name
* Last four digits and card colour
* Cardholder
* Spend limit and amount spent to date
* Status (active cards have no badge; frozen and archived cards show a status badge)
Click any card to open the detail sheet, where you can see full spending data, reveal card details, and take management actions.
## Card states
| State | What it means |
| -------- | ------------------------------------------------------------ |
| Active | Normal operating state — card can be used |
| Frozen | Temporarily paused — no new charges allowed; can be unfrozen |
| Archived | Permanently closed — cannot be reactivated or modified |
# Manage cards
Source: https://help.dash.fi/cards/manage-cards
View card details, reveal sensitive data, edit settings, freeze, replace, archive, duplicate, and share cards.
All card management actions are available from the card detail sheet. Click any card in the list to open it.
## View card details
The detail sheet shows:
* **Limit** — the card's spend limit
* **Current** — amount spent in the current period
* **Available** — remaining balance
* A utilization bar (turns yellow above 75%, red above 90%)
* Card name, type (recurring or single-use), and cardholder
* Spending controls (limit type, category restrictions, and allowed countries)
## Reveal sensitive card data
Click **Details** in the card detail sheet to reveal the full card number, expiry date, CVV, and billing address. Sensitive data is visible to the cardholder and to users with admin-level card permissions.
Revealed data **auto-hides after 40 seconds**. You can also click **Hide** to clear it manually.
Each field has a copy button for use when entering card details into a payment form.
## Edit card settings
Click the gear icon in the card detail sheet to edit the card. You can update:
* Card name
* Spend limit and limit frequency
* Spend category controls
* Allowed countries
**What can't be changed after creation:**
* Card type (recurring vs single-use) — permanent
* Cardholder — permanent (only set at creation)
## Set allowed countries
By default, every card works in the **United States** and **Ireland**. You can add up to 5 countries per card — useful for team members who travel or charge international merchants regularly.
1. Open the card detail sheet
2. Click the gear icon to edit the card
3. Under **Allowed Countries**, add or remove countries from the list
4. Save the card
The change takes effect immediately for the next transaction.
You can only add countries that are enabled on your account. If the country you need isn't available to select, contact [support@dash.fi](mailto:support@dash.fi) to have it enabled at the account level first.
## Freeze and unfreeze
Freezing stops all new charges without permanently closing the card.
1. Open the card detail sheet
2. Click the snowflake icon (**Freeze**)
3. To unfreeze, click the sun icon (**Unfreeze**)
A frozen card can be unfrozen at any time.
## Replace a card
Replacing a card archives the current card and immediately issues a new one with the **same name, limit, spending controls, allowed categories, allowed countries, cardholder, and team**. Only the card number, expiry, and CVC change.
Use **Replace** when the card details themselves are the problem but the card's purpose is still valid — for example:
* The card is lost or stolen
* The number was leaked or you suspect fraud on it
* A merchant needs a fresh number to recycle a saved payment method
Choose a different action when:
* You only need to pause spending temporarily → **Freeze** the card instead
* The card is no longer needed at all → **Archive** it instead
* You want to keep the old card active and spin up a parallel one → **Duplicate** it instead
The new card inherits the exact settings the original was already approved with, so Replace **bypasses the standard card approval policy** and issues the replacement straight away.
1. Open the card detail sheet
2. Click **More** (the overflow menu) → **Replace card**
3. Review the summary of what will happen and confirm **Replace card**
4. On the success step, reveal the new number, expiry, and CVC and update them with the merchant on file
The old card is archived as part of the same flow — past transactions stay on it, and new spending lands on the new card.
Replace is irreversible: the original card is archived and can't be reactivated. Update every merchant that had the old number saved so payments keep running.
**Who can replace a card:** the card's assigned cardholder or an account owner. Users with `card:create` permission see the action in the menu, but it's only enabled on cards they're allowed to change. Revealing the new card details still follows the normal reveal rules — non-cardholders without admin reveal rights see only the last four digits, and need the cardholder or an owner to reveal the full number.
## Archive a card
Archiving permanently closes a card. **This cannot be undone** — archived cards cannot be reactivated or modified.
1. Open the card detail sheet
2. Click **More** (the overflow menu)
3. Select **Archive** and confirm
Archived cards are hidden from the default card list view. To see them, use the **Status** filter and include **Archived**.
If you only need to pause spending temporarily, freeze the card instead. Archiving is irreversible.
## Duplicate a card
Duplicating creates a new card with the same settings as an existing one.
1. Open the card detail sheet
2. Click **More** → **Duplicate**
3. The new card creation panel opens pre-filled with the same name (appended with " (Copy)"), type, limits, and categories
4. Adjust any settings and create
## Share card details
You can generate a secure link to share card details with someone who needs them (for example, a team member setting up an ad account).
1. Open the card detail sheet on an active card
2. Click **Share**
3. Enter the recipient's email and confirm
The recipient receives a link. **The link expires 3 days after it's first accessed.** For inactive or archived cards, you can copy basic card info (name, last four, cardholder, status) to your clipboard instead.
## Filter the card list
The default card list shows active and frozen cards. Use the filters to narrow the list:
* **Status** — active, frozen, or archived
* **Cardholder** — filter to a specific person's cards
* **Search** — search by card name
## Rewards Card
The Dash.fi Rewards Card is a separate card product from the virtual cards on this page — it's requested, managed, and troubleshot differently. Notably, allowed countries and spend categories can't be edited on a Rewards Card yourself. See [Rewards Card](/rewards/rewards-card) for how to request one, set a PIN, and resolve declines.
# Coding transactions for accounting
Source: https://help.dash.fi/expense-management/coding-transactions
How finance and accounting users assign GL codes, customers, and billable flags to card transactions before syncing to QuickBooks, Xero, NetSuite, or Sage Intacct.
The **Accounting → Card Transactions** section is where finance and accounting users prepare card transactions for GL sync. It's separate from the employee expense submission flow. Coding happens after transactions are approved, or directly if your organisation hasn't enabled Expense Management.
## Tab layout
| Tab | Shows |
| ----------------- | ---------------------------------------------------------------------- |
| **Overview** | All card transactions — coded and uncoded |
| **Ready to sync** | Only transactions marked as ready |
| **History** | Transactions already synced (or attempted) to your accounting platform |
## Coding a transaction
Click any transaction row to open the detail sheet, or edit fields directly in the table row.
### Spend category
Select the spend category that best describes the transaction. Dash.fi suggests a category using AI — the suggestion appears with a sparkle icon. Accepting a suggestion auto-populates the GL code if a mapping exists.
### GL code
The GL code (accounting category) maps the transaction to a line in your chart of accounts. It auto-populates when you select a spend category that has a mapping configured. If you select a different GL code manually, Dash.fi shows a warning to flag that you're overriding the automatic mapping.
To set up category-to-GL mappings, go to **Accounting → Categories**.
### Memo and description
* **Memo** — a free-text note about the transaction. Saves automatically on blur.
* **Description** — a separate field for a longer or more formal accounting description. Also saves automatically on blur.
### Vendor
The **Vendor** column shows the merchant Dash.fi will attribute the expense to on sync. When the merchant already maps to a Dash.fi vendor, the cell is a link to that vendor. When it doesn't, and the transaction is still editable, the cell becomes a searchable dropdown of vendors from your connected accounting platform.
Dash.fi resolves vendors by merchant, not by name, so picking the right accounting-platform vendor here is what prevents a duplicate being created on the next sync.
Small icons at the left of the cell tell you what Dash.fi will do:
| Icon | Meaning | What to do |
| ---------------- | -------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| **Amber link** | The merchant name matches an existing vendor in your accounting platform, but nothing is linked yet. Syncing as-is would create a duplicate. | Open the dropdown and select the matching vendor. Dash.fi creates the Dash.fi vendor pre-linked to it on sync. |
| **Green plus** | No matching vendor exists. Dash.fi will create a new one on sync. | Leave as-is, or select an existing vendor if you want to attribute to one manually. |
| **Red triangle** | The last sync couldn't create the vendor in your accounting platform. | Open the vendor and link it manually. See [Map to your accounting platform](/vendors/manage-vendors#map-to-your-accounting-platform). |
| **Spinner** | The new vendor is being synced. The transaction will pick it up on the next sync run. | Wait — no action needed. |
#### "Need a vendor" filter
When one or more merchants match an unlinked accounting-platform vendor, an amber **`` need a vendor** chip appears above the table, next to **Needs coding** and **In draft**. Click it to filter the table to only those rows so you can work through them in one pass. Click again to clear the filter.
Rows flagged with the amber link icon can't be marked **Ready** until you either select a vendor from the dropdown or clear the match. The **Ready** checkbox stays disabled with a tooltip explaining why.
### Customer
If the transaction should be attributed to a specific customer (for billable expense tracking), select one from the Customer dropdown. Customers are pulled from your connected accounting platform.
### Billable
Toggle **Billable** to mark a transaction as billable to a customer. Requires a customer to be selected.
### Sage Intacct dimensions
When Sage Intacct is connected, two additional fields appear:
* **Department** — select the department to attribute the transaction to
* **Location** — select the entity location
These fields are scoped to your credit card subsidiary in Sage Intacct.
#### Account-level defaults
You can set a **default department** and **default location** on the card account itself from **Sync settings** at the top of the Card Transactions page. If a transaction doesn't have its own department or location, Dash.fi uses the account-level default at sync time. A value set on the transaction always overrides the default. To clear a default, open **Sync settings** and pick the empty (`None`) option.
Once you've set a default department, department stops being required on individual transactions — the sync falls back to the default. See [Setting a default department and location](/integrations/accounting/connect-sage-intacct#setting-a-default-department-and-location) for the full setup.
## Table layout tips
* The **Merchant** column stays pinned to the left as you scroll horizontally, so you can keep context while editing GL codes, customers, and other fields on the right.
* When Dash.fi has an AI-suggested spend category but you haven't accepted it yet, the suggestion appears in the category cell in italic, muted text. Click the cell to accept it (or pick a different category) — once committed, the styling switches to the standard category chip.
## Bulk actions
Select multiple rows using the checkboxes on the left of the table. A bulk action bar appears at the top with the count of selected transactions and the actions below. Each action only runs on eligible rows in your selection — ineligible rows are skipped, and a toast summarises how many succeeded, failed, and were skipped.
| Action | What it does | Eligible rows |
| ------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------ |
| **Categorize** | Opens a searchable category picker and applies the chosen spend category to every editable row in the selection. | Status is empty, **Pending**, or **Returned**. |
| **Accept AI suggestions** | Accepts the pending AI-suggested category on each row that has one but no committed category yet. | Editable rows with an unconfirmed AI suggestion. |
| **Apply suggested memo** | Fills the memo with the suggested `Purchase at ` text on rows that don't already have a memo. | Editable rows with an empty memo. |
| **Mark ready** | Marks every fully coded, eligible row as **Ready to Sync** in one click. Uses the same validation as the per-row **Ready** checkbox: category, GL code, accounting date, plus customer if billable and memo on Sage Intacct. On Sage Intacct, department is also required unless you've set an account-level default department under **Sync settings**. | Rows that pass the readiness check and aren't already ready, submitted, or returned. |
| **Export** | Exports the selected transactions using the same export menu as the per-row export. The menu also includes **Download receipts (zip)** for pulling every attached receipt into a single archive — see [Download receipts as a ZIP](/expense-management/submitting-expenses#download-receipts-as-a-zip). | All selected rows. |
The count next to each bulk button (for example, **Mark ready 12**) shows how many of your selected rows the action will actually touch.
Selection clears automatically when you switch tabs, so you can move between **Overview**, **Ready to sync**, and **History** without carrying stale selections between them.
### Bulk export from History
On the **History** tab — which lists transactions already synced (or attempted) — selecting rows shows a lighter bulk action bar with just the **Export** menu. Use it to pull a CSV or accounting export for a specific batch of synced transactions (for example, everything synced in a given week) without re-running a full export.
## Marking as ready
Check the **Ready** checkbox on a transaction (or in the table row) once coding is complete. The transaction moves to **Ready to Sync** status and appears in the **Ready to sync** tab. From there, the accounting integration picks it up on the next sync cycle.
## Sync statuses
| Status | Meaning |
| ----------------- | -------------------------------------------------------------------------- |
| **Ready to Sync** | Marked ready — waiting for next sync |
| **Synced** | Successfully pushed to your accounting platform |
| **Sync Failed** | Sync attempt failed — the transaction stays in the list and can be retried |
If a sync fails, the transaction remains in the Overview tab with a **Sync Failed** badge. Correct any coding errors and mark it ready again to retry.
## Relationship to expense management
If Expense Management is enabled, employees submit and get expenses approved before they appear here for coding. The approval status and the sync readiness status are independent — an expense can be approved without being coded, and vice versa.
Cardholders can also let Dash.fi [auto-submit](/expense-management/submitting-expenses#auto-submit) their drafts once they meet policy, so many expenses reach this queue without an explicit submission step. Accountant edits made from this page don't trigger auto-submit — only the owner's own edits do.
If Expense Management is not enabled, card transactions go directly to the Card Transactions queue without an employee submission or manager approval step.
# Expense management
Source: https://help.dash.fi/expense-management/index
Turn every card transaction into a structured expense record — with receipt capture, AI categorisation, approval routing, and accounting sync.
Expense Management is an optional feature that turns every Dash.fi card swipe into a structured expense record. Cardholders submit receipts and confirm details. Managers approve against configurable policies. Once approved, expenses flow directly into your accounting integration — no re-entry, no reconciliation overhead.
Expense Management covers spend on Dash.fi cards only. Reimbursements for personal card spend are not currently supported.
## How it works
When Expense Management is enabled, each cleared card transaction becomes an expense record assigned to the cardholder. The cardholder's job is to submit it with the required information before it goes to their manager for review. Dash.fi can also [auto-submit](/expense-management/submitting-expenses#auto-submit) drafts on the cardholder's behalf once they meet policy.
Your policies determine what information is required — typically:
* A receipt
* A memo describing the purchase
* Confirmation of the merchant, amount, and spend category
Once an expense is approved, it moves into the accounting sync queue, fully coded and ready to post to your GL.
## Expense lifecycle
```text theme={null}
Needs coding → Draft → Submitted → Approved → Ready to Sync → Synced
↘ Needs Review → (cardholder corrects) → Resubmitted
↘ Sync Failed (retryable)
```
| Status | Meaning |
| ----------------- | --------------------------------------------------------------- |
| **Needs coding** | Transaction captured — no submission started yet |
| **Draft** | Cardholder has started filling in details but not yet submitted |
| **Submitted** | Cardholder has submitted for review |
| **Approved** | Approver has approved the expense |
| **Needs Review** | Sent back to the cardholder for correction |
| **Ready to Sync** | Finance has marked it ready for GL sync |
| **Synced** | Successfully pushed to the connected accounting platform |
| **Sync Failed** | Sync attempt failed — retryable without re-triggering approvals |
## Receipt capture
Cardholders attach receipts from the Dash.fi web or mobile app. Dash.fi's AI reads each receipt automatically — extracting merchant name, date, and amount — to eliminate manual data entry. Printed and digital receipts work best. Handwritten receipts may need manual correction.
Cardholders can work receipt-first from the [receipt inbox](/expense-management/receipt-inbox) — upload a batch of receipts, let Dash.fi match them to card transactions, and review anything the matcher wasn't sure about in one place.
## AI categorisation
When an expense is submitted, Dash.fi analyses the merchant descriptor and transaction context to suggest the most appropriate accounting category. Cardholders can accept or override the suggestion. Corrections feed back into the model over time, improving accuracy across your team.
## Approval routing
You configure approval rules in the [Policy Manager](/spend-management/policy-manager). Policies can route based on spend amount, merchant category, department, or card type.
If an approver returns an expense, the cardholder receives it back for correction and can resubmit through the same workflow.
## Accounting sync
Once an accountant marks an expense as ready, Dash.fi pushes it to your connected accounting platform. Supported platforms:
* QuickBooks Online
* Xero
* NetSuite
* Sage Intacct
Fields synced include amount, date, merchant, category, memo, and receipt attachment. If a sync fails, the expense surfaces in **Sync Failed** status and can be retried without re-routing through approvals.
## What's captured end to end
Every approved expense has a complete audit trail:
* Card request → card approval
* Transaction
* Expense submitted → expense approved
* Receipt and memo attached
* Spend category confirmed
* GL sync completed
## Related
* [Submitting expenses](/expense-management/submitting-expenses) — cardholder guide for adding receipts, memos, and categories on web
* [Receipt inbox](/expense-management/receipt-inbox) — upload receipts in bulk and let Dash.fi match them to card transactions
* [Coding transactions](/expense-management/coding-transactions) — how finance assigns GL codes and marks transactions ready to sync
## FAQ
Only when Expense Management is enabled for your account. It's an optional feature — if it's not enabled, transactions flow directly into the accounting sync queue for review by your accountant.
The expense moves to **Sync Failed** status. You can retry it without re-routing through the approval workflow.
Multi-stage approval chains are on the roadmap. Currently, each expense routes to a single approver as defined by your policy.
It works, but results are best on printed or digital receipts. Handwritten receipts may need manual correction after OCR.
# Receipt inbox
Source: https://help.dash.fi/expense-management/receipt-inbox
Upload receipts in bulk on the web, let Dash.fi match them to card transactions, and clean up matches with row-level indicators and bulk actions.
The **receipt inbox** is the receipt-first workflow in the Dash.fi web app. Drop a stack of receipts in and Dash.fi reads each one, matches it to a card transaction, and files it against the resulting expense. Anything the matcher isn't sure about lands in one place for you to sort out.
The receipt inbox is part of the Expenses product. Your organisation must have Expense Management enabled to use it.
## When to use it
Use the receipt inbox when you want to work receipt-first rather than transaction-first:
* Upload a batch of receipts as soon as you have them, without waiting for card transactions to appear.
* Review matches the AI wasn't confident about, in one place.
* Confirm auto-matched receipts before they're submitted, or detach ones that landed on the wrong transaction.
To attach a receipt to a specific transaction you already have open, use the receipt section on the expense sheet in [Submitting expenses](/expense-management/submitting-expenses#receipt) instead.
## Opening the inbox
Go to **Expenses → Receipts** in the left-hand navigation. The inbox has three tabs:
| Tab | Shows |
| ----------- | ------------------------------------------------------------------------------ |
| **Review** | Receipts waiting on you — needs review, no match, match failed, or scan failed |
| **Matched** | Receipts linked to a transaction (auto-matched or user-confirmed) |
| **All** | Every receipt on your account |
Above the list, a header row shows the current view label and a live count of receipts in that tab.
## Uploading receipts
You can add receipts three ways:
* Drag one or more files onto the drop zone anywhere on the page.
* Click **Browse** in the drop zone to open the file picker. The picker supports multi-select — hold ⌘ (macOS) or Ctrl (Windows) to pick several files, or Shift-click to pick a range.
* On the expense sheet, click **Replace** to swap a single receipt on an already-attached expense.
Accepted formats: JPG, PNG, PDF. Maximum file size: 10 MB per file.
### Multi-file upload
When you drop or pick more than one file, Dash.fi uploads up to five at a time in parallel. A progress card appears above the list with a row per file — filename, a progress bar, and one of three states:
| State | Meaning |
| ------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Uploading** | The file is transferring. The progress bar and percentage tick up in real time. |
| **Done** | Upload succeeded. Dash.fi starts OCR and matching in the background. |
| **Failed** | The upload didn't complete — for example, the file exceeded 10 MB or the connection dropped. Failed rows stay visible after the batch so you can retry them. |
Once the batch finishes, Dash.fi shows a toast summarising the result — for example, **Uploaded 8 receipts** or **Uploaded 6, failed to upload 2**. Files that exceeded the size limit are counted as skipped in the same toast.
Successful uploads then move through the pipeline — OCR reads the merchant, amount, and date, then the matcher looks for a card transaction to attach the receipt to.
## Forwarding receipts by email
If a receipt already lives in your email — an airline itinerary, a ride-share confirmation, a SaaS invoice — you can forward it to your personal receipt inbox address instead of downloading and uploading the file. Every Dash.fi user has their own address in the form `@receipts.dash.fi`, and each supported attachment on a forwarded email becomes a receipt on your account, then runs through the same OCR and transaction matcher as an uploaded file.
### Open the Forward by email sheet
1. Go to **Expenses → Receipts**.
2. Click **Forward by email** in the top-right of the page. A side sheet opens with your forwarding address at the top and an activity feed below.
3. Click the copy button next to the address to put it on your clipboard. Save it in your email client's contacts so it's one tap away next time you need to forward something.
The address is personal and frozen for the life of your account, so you don't have to re-copy it. The sheet also lists the three-step pipeline — forward, scan, match — as a quick reference.
Dash.fi only accepts forwards from the address you sign in with. Forwards from a teammate's mailbox land on their receipts, not yours, and forwards from external addresses are rejected. See [Receipts on mobile](/mobile/receipts) for the full sender check.
### Read the activity feed
The activity feed lists every email that reached your address, newest first. Each row shows the sender, subject (when present), when the email was received, the per-email status, and — when the email had attachments — a chevron that expands the row to show each attachment with its own outcome. Truncated senders, subjects, and file names reveal the full value on hover.
Narrow the feed with the **Status** dropdown above the list — **All statuses** (default), **Received**, **Processed**, **Rejected**, or **Failed**. The dropdown resets you to page 1, and the pagination footer lets you switch between 10, 25, or 50 rows per page. Closing and reopening the sheet also jumps back to page 1 with fresh results.
#### Email status
| Status | Meaning |
| ------------- | ------------------------------------------------------------------------------------------------------- |
| **Received** | Dash.fi is still processing the email. |
| **Processed** | The email was accepted and at least one attachment was handled. |
| **Rejected** | The email failed a guardrail check; the row shows the rejection reason underneath the pill. |
| **Failed** | Processing errored unexpectedly. Reach out to [support@dash.fi](mailto:support@dash.fi) if it persists. |
Rejection reasons Dash.fi records:
| Reason | What happened |
| ----------------------------- | ------------------------------------------------------------------------------------------------------------ |
| **Unknown inbox** | The address the email was sent to doesn't match a provisioned inbox. |
| **Sender not on your domain** | The sender's domain isn't one of your organization's user domains. |
| **Failed authentication** | The envelope sender failed SPF authentication. |
| **Flagged as spam** | SES flagged the email as spam or carrying a virus. |
| **Unknown sender** | The domain matches, but the sending address isn't a Dash.fi user. Forward from the mailbox you sign in with. |
| **Volume limit exceeded** | The address received too many emails in a short window. |
| **No usable attachment** | The email had no supported, readable attachment. |
#### Attachment outcomes
Expand a row with the chevron to see every attachment on the email. Each attachment has its own status pill, and skip or duplicate reasons appear beneath it.
| Outcome | Meaning |
| ------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| **Processing** | The attachment is being uploaded as a receipt. |
| **Receipt added** | A receipt was created. Click **View receipt** to jump to the matching expense on the **All** tab. |
| **Skipped** | The attachment was unsupported, unreadable, or oversized — the skip reason shows underneath the pill. |
| **Duplicate** | The same file content already exists as one of your live receipts, so no new receipt was created. Click **View receipt** to open the original. |
| **Receipt deleted** | The receipt this attachment became has since been deleted. Forwarding the same content again re-imports it. |
| **Failed** | Import errored unexpectedly. |
### Jump to a forwarded receipt
The **View receipt** link on an imported or duplicate attachment closes the sheet, switches you to the **All** tab, and opens the matching receipt — even if it's on a later page of the inbox. From there you can accept a match, pick a different candidate, or work the receipt exactly as if you'd uploaded it yourself.
The mobile app has the same activity feed and address under **Receipts → + → Email a receipt**. See [Receipts on mobile](/mobile/receipts) for the mobile flow.
## Row indicators
Each row shows a small badge on the merchant logo or thumbnail that tells you at a glance where the receipt stands. Hover any badge to see a tooltip with the full explanation.
| Badge | Meaning |
| ------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Paperclip** on the transaction's merchant logo | The receipt is attached to a card transaction — auto-matched or user-confirmed. |
| **Lock** on the transaction's merchant logo | The receipt is attached, and the underlying expense has been submitted or approved. You can't detach or delete it from the inbox until the expense is unsubmitted. |
| **Sparkle** on a candidate merchant logo | Dash.fi has a high-confidence suggested match that you haven't confirmed yet. Open the receipt to accept or reject the suggestion. |
| **Clock** on the generic receipt icon | The receipt is waiting for a card transaction to match — the merchant logo appears here once a match is found. |
Rows still being read or matched show a spinner and an **Extracting details…** subtitle; they can't be selected until processing finishes.
## Bulk actions
Select rows with the checkboxes on the left of the table. The list paginates 10 receipts per page — selection persists as you page through the current tab and clears automatically when you switch tabs.
* Click a checkbox to toggle a single row.
* Shift-click a checkbox to select a range from the last row you clicked.
* Click the header checkbox to select every eligible row on the current page.
A bulk action bar appears at the top with the count of selected receipts. Each button shows how many of your selected rows the action will actually touch — for example, **Delete 6** or **Detach 4**. Ineligible rows are skipped, and a toast summarises how many succeeded, failed, and were skipped.
| Action | What it does | Eligible receipts |
| ---------- | ------------------------------------------------------------------------------------------------------------------------ | -------------------------------------------------------------------------------------------------------------------------- |
| **Delete** | Removes the receipt from your inbox. Can't be undone. | Unmatched receipts (never auto-attached or confirmed) whose attached expense — if any — hasn't been submitted or approved. |
| **Detach** | Returns the receipt to the inbox so it can be re-matched. The card transaction is unlinked but the receipt file is kept. | Auto-matched and user-confirmed receipts whose attached expense hasn't been submitted or approved. |
### Confirmation and eligibility
Both actions open a confirmation dialog with the count of receipts that will be touched. Confirm to run the action in the background — the dialog closes immediately and each affected row shows its own spinner while Dash.fi works through the batch.
Receipts on a submitted or approved expense are locked (they show the lock badge). Both bulk delete and bulk detach skip them — unsubmit the expense first if you need to change the receipt. If your selection includes locked rows, the counts on the bulk buttons and the summary toast reflect what actually ran — for example, **Deleted 8, skipped 2**.
## Working through the review queue
The **Review** tab is where you'll spend most of your time. Click any row to open the receipt sheet on the right; from there you can:
* **Accept a suggested match** on rows with the sparkle badge — the receipt attaches to the suggested transaction.
* **Pick a different candidate** if the top suggestion isn't right — the sheet lists the runners-up.
* **Search for a transaction** with **Find transaction** when the matcher couldn't come up with any candidates.
* **Merge into an existing expense** when the target transaction already has a receipt on it, instead of creating a duplicate.
* **Delete** the receipt if it was uploaded by mistake or is a duplicate.
## Receipt statuses
| Status | Meaning |
| -------------------- | ---------------------------------------------------------------------- |
| **Reading receipt…** | OCR or matching is still running |
| **Auto-matched** | The matcher linked the receipt to a transaction with high confidence |
| **Confirmed** | You confirmed the match |
| **Needs review** | The matcher found candidates but wants you to pick one |
| **No match** | No candidate transaction matched |
| **Match failed** | Matching hit an error — retry from the sheet |
| **Scan failed** | OCR couldn't parse the file — try a clearer copy or a different format |
## Related
* [Submitting expenses](/expense-management/submitting-expenses) — the transaction-first flow for adding receipts, memos, and categories from the expense sheet
* [Receipts on mobile](/mobile/receipts) — the same inbox in the Dash.fi iOS and Android app, including the mobile version of forwarding by email
* [Download receipts as a ZIP](/expense-management/submitting-expenses#download-receipts-as-a-zip) — pull every receipt for a filtered set of expenses into a single archive
# Submitting expenses
Source: https://help.dash.fi/expense-management/submitting-expenses
How cardholders add receipts, memos, and spend categories to card transactions and submit them for approval in Dash.fi.
When Expense Management is enabled, each card transaction becomes an expense record assigned to the cardholder. Your job is to fill in the required details and submit it before your policy deadline.
## Finding your expenses
Go to **Expenses** in the left-hand navigation. The **Transactions** page lists all expenses assigned to you, grouped by status across six tabs:
| Tab | What's shown |
| ----------------- | ---------------------------------------------------------- |
| **All** | Every expense — pending, submitted, approved, and returned |
| **Draft** | Started but not yet submitted |
| **Submitted** | Sent for approval, awaiting review |
| **Needs Review** | Returned by your approver — changes required |
| **Approved** | Approved by your approver |
| **Out of Policy** | Flagged expenses (coming soon) |
Each tab shows a live count badge so you can see at a glance how many items need attention.
## Expense statuses
| Status | Meaning |
| ----------------- | -------------------------------------------------------------- |
| **Needs coding** | Transaction captured — no category, memo, or receipt yet |
| **Draft** | Expense started but not submitted |
| **Submitted** | Sent for approval |
| **Needs Review** | Returned by your approver — open it to see what needs changing |
| **Approved** | Approved by your approver |
| **Ready to Sync** | Marked ready by your accounting team for GL sync |
| **Synced** | Successfully pushed to your connected accounting platform |
| **Sync Failed** | Sync attempt failed — contact your accounting team |
## Filling in an expense
Click any expense row to open the expense sheet. The sheet has three tabs: **Overview**, **Notes**, and **Activity**.
### Spend category
Select a spend category from the dropdown. Dash.fi suggests one based on the merchant and transaction context. The suggestion appears with a sparkle icon at the top of the list, along with a brief explanation. Accept it or pick a different one.
Categories can also be set directly from the table without opening the sheet — click the category cell in any row.
### Memo
Type a description of what the purchase was for. The memo saves automatically as you type.
### Receipt
Attach the receipt using the receipt section:
* Click to open the file picker, or drag and drop a file onto the receipt area
* Accepted formats: JPG, PNG, PDF
* Maximum file size: 10 MB
After uploading, the filename is shown with a **View receipt** link (opens in a new tab) and a **Replace** button. To swap the receipt, click **Replace** and upload a new file.
Your company's policy determines whether a receipt is required before you can submit. If your policy sets a minimum amount, only expenses above that threshold require one.
#### Other ways to add a receipt
Pick whichever is closest to where the receipt lives:
* **Forward it by email.** Every Dash.fi user has a personal receipt inbox address in the form `@receipts.dash.fi`. Forward a receipt to it from any email client and Dash.fi imports each attachment as its own receipt on your account, then runs the same OCR and transaction matcher. Find and copy your address from the mobile app under **Receipts → + → Email a receipt**. Only forwards from your own sign-in address are accepted, and imported receipts stay locked to you as the creator — teammates can't see or claim them. See [Forwarding a receipt by email](/mobile/receipts#forwarding-a-receipt-by-email) for the supported attachment types, per-attachment outcomes, and rejection reasons.
* **Snap it on mobile.** Use the Dash.fi iOS or Android app to photograph a paper receipt or pick an image from your device. See [Receipts on mobile](/mobile/receipts).
If you have a stack of receipts to file without a specific transaction in mind, upload them from the [receipt inbox](/expense-management/receipt-inbox) instead — Dash.fi reads each one and matches it to a card transaction for you.
## Bulk actions
To work through several expenses at once, select rows using the checkboxes on the left of the **Transactions** table. A bulk action bar appears at the top with the count of selected expenses and the actions below. Each action only runs on eligible rows. Anything that doesn't qualify — for example, an already-submitted expense — is skipped and called out in a toast.
| Action | What it does | Eligible expenses |
| ------------------------- | -------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------- |
| **Categorize** | Opens a searchable category picker and applies the chosen spend category to every editable expense in the selection. | Status is **Needs coding**, **Draft**, or **Needs Review**. |
| **Accept AI suggestions** | Confirms the pending AI-suggested category on each expense that has one but no committed category yet. | Editable expenses with an unconfirmed AI suggestion. |
| **Submit** | Submits every eligible expense for approval in one click. | Expenses in **Draft** or **Needs Review** that are ready to send. |
| **Export** | Exports the selected expenses using the standard export menu. | All selected rows. |
The count next to each bulk button (for example, **Submit 8**) shows how many of your selected rows the action will touch. After the action runs, Dash.fi shows a toast summarising how many succeeded, failed, and were skipped.
Selection clears automatically when you switch tabs, so moving between **All**, **Draft**, **Submitted**, and the other tabs won't carry stale selections between them.
The **Merchant** column stays pinned to the left as you scroll horizontally, and any AI-suggested spend category you haven't accepted yet appears in italic, muted text in the category cell — click the cell to accept the suggestion or pick a different one.
Finance teams reviewing expenses from **Accounting → Card Transactions** have a similar bulk action bar with **Mark ready** and bulk export — see [Coding transactions for accounting](/expense-management/coding-transactions) for details.
## Download receipts as a ZIP
Expense administrators and accountants can pull down all the receipts attached to a set of expenses in a single archive — for example, to hand a month of receipts to an external auditor without downloading them one by one.
### Who can use it
You need the **expense admin** permission (typically expense administrators and finance / accounting users). Users without the permission still see the option in the export menu, but the export is scoped to their own expenses.
### How to trigger an export
1. From **Expenses** (or **Accounting → Card Transactions**), apply the filters that describe the receipts you want — cardholder, status, date range, amount range, and any other filters available in the current view.
2. Open the **Export** menu at the top-right of the table.
3. Click **Download receipts (zip)**.
4. Confirm in the **Download receipts?** dialog. The archive covers the receipts attached to the expenses currently matching your filters — not just the ones visible on screen — so double-check the filters before confirming.
Dash.fi shows a toast once the request is queued. You can keep working; the archive is built in the background.
### Limits
| Limit | Value |
| --------------------------- | -------- |
| Maximum receipts per export | 1,000 |
| Maximum total archive size | 2 GiB |
| Download link validity | 24 hours |
If your filters match more than 1,000 receipts, Dash.fi rejects the export up front and asks you to narrow the filters — for example, by tightening the date range or picking a single cardholder. If the matched receipts fit under 1,000 items but together exceed 2 GiB once collected, the export fails and Dash.fi notifies you. Narrow the filters and try again.
### How the archive is delivered
When the archive is ready, Dash.fi sends you an in-app notification with a **Download** link that stays valid for 24 hours. Each file in the archive is named `merchant-expenseId-originalfilename`, so you can trace an individual receipt back to its expense.
You'll also get a notification if the export can't be completed:
* **No receipts** — none of the expenses matching your filters have receipts attached.
* **Too large** — the receipts exceeded the 2 GiB archive cap during processing.
* **Failed** — something went wrong on our side. Try again, or contact support if it keeps failing.
Missing receipt files (for example, a receipt that was recorded but never finished uploading) are skipped silently and don't fail the export.
## Submit for approval
Once you've filled in the required fields, click **Submit for Review** at the bottom of the sheet. The expense status moves to **Submitted** and your approver is notified.
## Auto-submit
Dash.fi can submit your draft expenses for you once they meet your company's policy. Auto-submit is on by default and runs behind the scenes, so if a draft is complete and in policy you don't need to click **Submit for Review** yourself.
### What triggers a check
Dash.fi re-evaluates a draft whenever one of these things happens:
* You edit a field on the expense.
* The receipt matcher auto-attaches a card transaction with high confidence.
* A receipt passes verification against a matched transaction.
Checks are debounced by about a minute per expense, so a burst of edits runs one check rather than one per keystroke. Only your own edits count — an accountant coding your draft for sync doesn't trigger auto-submit on your behalf.
### When Dash.fi submits
A draft has to satisfy every one of these before Dash.fi will submit it:
* **Auto-submit my expenses** is on for you.
* The Expense product is enabled for your company.
* The expense is anchored to a matched card transaction (auto-attached or confirmed).
* The expense has a spend category. If you haven't set one, Dash.fi codes it from your past choices for that merchant, or a high-confidence AI suggestion. If neither is available, the draft is left alone.
* Your approval policy reports no missing fields (receipt, memo, and any other required fields).
If any of these fails, the expense stays in **Draft** for you to finish and submit yourself.
### After Dash.fi submits
Auto-submitted expenses run through the same approval policy as manually submitted ones:
* **Requires approval** — the expense moves to **Submitted** and your approver is notified, just like a manual submission.
* **Auto-approved** — the policy approves it outright and the expense moves straight to **Approved**.
* **Declined by policy** — the expense stays in **Draft** so you can adjust it and submit yourself.
Returned expenses (in **Needs Review**) are never auto-submitted. Fix what your approver flagged and click **Resubmit for Review**.
### Turning auto-submit off
Open **Expense settings** from the top of the **Expenses** page and toggle **Auto-submit my expenses** off. The setting is per-user and only affects expenses you own — it doesn't change your company's policy, and it doesn't affect anyone else's expenses.
## Approver review
Approvers receive the expense in their **Inbox**. Opening it shows the full expense details — merchant, amount, category, memo, and receipt — along with **Approve**, **Decline**, and **Return** actions.
* **Approve** — marks the expense as approved and moves it to the accounting sync queue
* **Decline** — rejects the expense; the cardholder can see the outcome in their **Approved** or **Needs Review** tab
* **Return** — sends the expense back to the cardholder with notes requesting changes
Approvers can also add notes to the expense directly from the approval view.
### Bulk approve or decline from the Inbox
The **Inbox → To review** list on desktop web has a bulk action bar for clearing multiple requests at once — expense submissions, bill payments, card requests, and vendor changes all live in the same queue. Use it when you have a stack of similar requests and don't need to open each one.
1. In **Inbox → To review**, select the checkbox on each row you want to act on. Only rows in **Submitted** status are selectable — Dash.fi skips anything already decided.
2. Click **Approve** or **Decline** in the bulk action bar at the bottom of the table. The count next to each button (for example, **Approve 8**) shows how many of the selected rows the action will touch.
3. Confirm in the dialog. Approve fulfils the underlying operation on each request; Decline rejects them and can't be undone.
Dash.fi processes the batch and shows a toast summarising the result — for example, **Approved 8 requests**. If any items fail — say, another approver decided a request while you were reviewing — a second **Failed to approve N requests** toast reports the count that didn't go through. Retry those individually.
You need the same permission to bulk decide as you do to decide a single request — approvers with the standard **Approval requests: write** permission see the bulk actions automatically.
## If your expense is returned
When an approver sends an expense back, it moves to **Needs Review** status. Open the expense to see:
* A **Changes requested** banner at the top of the Overview tab
* Notes from your approver in the **Notes** tab explaining what to update
Make the requested changes and click **Resubmit for Review**.
## Notes
The **Notes** tab is a threaded conversation between you and your approver. Use it to add context, ask a question, or respond to feedback. Notes are visible to both parties and are timestamped.
Press Enter to post a note. Use Shift + Enter for a line break.
## Activity
The **Activity** tab shows a timeline of every event on the expense: when it was submitted, reviewed, approved, or returned, and by whom. Use it to understand the history of an expense or follow up with an approver.
# The application
Source: https://help.dash.fi/getting-started/application
How to complete your Dash.fi application accurately and what to do if you need to correct errors.
The Dash.fi application collects information about your business and its owners to verify eligibility and set your spend limit and net terms. Entering accurate information the first time avoids processing delays — errors in fields like your legal name, address, or EIN can slow down the review significantly.
## Signing up
Dash.fi signup is a two-phase process:
1. **Create your account.** Sign up with Google, Microsoft, or email and password. If you use OAuth, Dash.fi prefills your name and email from the provider.
2. **Tell us about your company.** After account creation you land on a short two-step wizard:
* **Step 1** — enter your company name and, optionally, your website or work domain. Dash.fi looks up your logo automatically from the domain.
* **Step 2** — enter your company size to finish creating the organization.
You're then taken to your account activation hub at **Account**, where the application checklist lives.
Only members with the **Administrator** role (or another role that grants `account-application:write`) can complete the application. Other members see a read-only note on the application gate until the application is approved.
## Application steps
The activation checklist is at **Account**, with each step as its own page. You can open any step in any order — the checklist doesn't force a sequence, so you can start with whichever step you have information ready for. Within a step, the **Continue** button stays disabled until you've filled in everything that step requires; once the step is complete, Continue unlocks and takes you back to the checklist.
### 1. Company qualification
Confirm whether your company is a **U.S. company** (registered entity with a 9-digit EIN and an SSN for its beneficial owners) or an **international company**. International companies without a U.S. entity aren't currently eligible and are routed to a rejection page.
### 2. Business details
Provide your company's:
* Legal entity name (exactly as it appears on government filings)
* EIN
* Operating address (physical address — no P.O. Boxes)
* Month and year of incorporation
Use your exact legal name as it appears on incorporation documents.
By default, your **Doing Business As (DBA)** name matches your legal entity name, and the DBA field is hidden. If your business operates under a different name, select **My company operates under a different name (DBA)** to reveal the field and enter it. Otherwise, leave the checkbox cleared and your DBA stays in sync with the legal name. Don't type values like "Same" or "N/A" into the DBA field.
### 3. Identity verification
Verify your identity and the identity of any beneficial owners (individuals with 25% or greater ownership) with a quick ID and selfie check via Plaid. Our issuing bank requires this check. Supported document types are listed on the [Identity verification](/getting-started/identity-verification) page.
Documents must be clear, in color, with all four corners visible. Temporary IDs aren't accepted.
### 4. Beneficial owners
Add anyone who owns 25% or more of the business, plus the controlling officer for your entity type. This step folds both groups into one page.
### 5. Funding account
Connect your business bank via Plaid. Dash.fi uses this account to settle balances.
### 6. Supporting documents
Upload a recent bank statement so the team can verify your account.
### 7. Terms and conditions
Review the fees and sign the Dash.fi cardholder agreement to activate your card. This step can't be skipped.
Once you submit, the Dash.fi team reviews your application. Until it's approved, the dashboard shows a pre-approval view with the onboarding checklist and funding, paydown, and product features are gated.
## Tips for a smooth application
* **Use your exact legal name** — as it appears on government-issued documents
* **Provide your exact business address** — no abbreviations unless they appear on official filings
* **Double-check all owner information** — SSNs and dates of birth must be accurate
* **Upload clear document images** — all four corners visible, all text legible
## Correcting errors after submission
Once submitted, the checklist is read-only and shows the current application status. If you submitted incorrect information, contact [support@dash.fi](mailto:support@dash.fi) with:
* The email address on the account
* First and last name of each applicant or business owner
* DBA name (if applicable)
* A brief description of what needs to be corrected
The compliance team can reset the relevant verification steps so you can re-enter the correct information.
## If identity verification fails
If the system can't verify your identity or a beneficial owner's identity, you'll be prompted to re-submit documents. Common reasons for verification failure:
* The photo was too dark, blurry, or had corners cut off
* A temporary ID was submitted (not accepted)
* The document submitted doesn't match the required type for that verification step
* The name or date of birth on the document doesn't match what was entered in the application
Re-upload a clear, full-color photo of an accepted document. See [Identity verification](/getting-started/identity-verification) for the full list of accepted document types and photo requirements.
If you've re-submitted and are still seeing failures, contact [support@dash.fi](mailto:support@dash.fi) — the team can review the specific step and advise on what's needed.
## If your application is declined
If Dash.fi is unable to approve your application, you'll receive an adverse action notice. This notice explains the basis for the decision and includes information about your rights under applicable law.
Adverse action is typically related to KYB/KYC verification outcomes, business eligibility, or underwriting criteria. The adverse action notice will direct you to the relevant credit reporting agency if your consumer credit file was a factor.
If you believe the decision was made on incorrect information, contact [support@dash.fi](mailto:support@dash.fi) with your application email and a description of the issue. The team can review whether any information can be corrected and the application reconsidered.
# Connect your bank account
Source: https://help.dash.fi/getting-started/connect-bank-account
How to link your US bank account during the Dash.fi application using Plaid.
Connecting a US bank account is required to complete your Dash.fi application. Your bank account is the funding source for card spend repayment and supports your underwriting review. The connection happens in the **Finalize Application** step of the onboarding flow.
Dash.fi uses **Plaid** to connect bank accounts securely. Your banking credentials go directly to Plaid — they're never stored by Dash.fi.
## Connect during the application
Progress through Qualification, Business Details, Identity Verification, and Terms & Conditions. The bank connection is part of the Finalize Application step.
Next to **Bank Account**, click **Connect**. This opens the Plaid interface.
In the Plaid window, search for your bank by name. Most major US banks support instant connection.
Log in to your bank through Plaid. Depending on your bank, this may involve your online banking credentials and a two-factor authentication step.
Choose the business checking account you want to connect as your funding source.
Plaid returns you to Dash.fi. The connected account appears with your bank name and last four digits.
## Manual verification (micro-deposits)
If your bank doesn't support instant connection through Plaid, verify manually:
In the Plaid window, scroll down and select **Link with account numbers** if your bank isn't listed or instant auth fails.
Type in your bank's **routing number** and your **account number** exactly as they appear on your bank statement or check.
Plaid sends two small deposits (between $0.01 and $0.99) to your account. These typically arrive within 1–2 business days.
When the deposits arrive, return to Finalize Application and click **Verify** next to your pending bank account. Enter the two deposit amounts to confirm ownership.
When the connection succeeds, you'll see a green checkmark confirming the bank account is linked.
While your bank account is pending verification, you'll see a yellow "Verification is in progress" banner. You can't submit your application until the bank account is verified.
## Connect from the dashboard
If you're already inside the dashboard, manage your bank connections from the **Financial Accounts** page:
Go to [app.dash.fi](https://app.dash.fi) and sign in with your credentials.
Click **Financial Accounts** in the left-hand navigation.
Under **Connected Bank Accounts**, click **Connect Account** and follow the Plaid prompts to authenticate and link your bank.
See [Change your connected bank account](/payments/change-bank-account) for re-authorising an existing connection or changing your default funding source.
## After connecting
Once your bank account is connected and verified, complete any remaining steps in Finalize Application (beneficial owners, controlling officer) and submit. The Dash.fi team reviews your application and notifies you of approval, your spend limit, and your net terms.
If you have trouble connecting your bank account, contact [support@dash.fi](mailto:support@dash.fi) with your bank name and a description of the issue.
# Identity verification
Source: https://help.dash.fi/getting-started/identity-verification
Which documents are accepted for each type of identity verification in the Dash.fi application.
Identity verification is required during the Dash.fi application. Dash.fi follows Know Your Customer (KYC) and Know Your Business (KYB) standards. Different document types are accepted depending on what's being verified.
Across all document types: photos must be in **colour**, all **four corners must be visible**, all relevant information must be **clearly legible**, and documents must be **current and valid**. Do not submit screenshots or scans — original photos only.
## General identity verification
Submit two photos:
1. A **selfie** holding the document
2. A **photo of just the document** by itself
Accepted documents:
* State driver's licence (front and back)
* Driver's permit
* State-issued ID
* Military ID
* Passport (both pages)
Temporary IDs are not accepted. Your document must be a permanent, government-issued ID.
## Individual address verification
Submit **one** of the following:
**Photo ID (front and back):**
* Current driver's licence
* Driver's permit
* State-issued ID
* Military ID
**Alternative documents:**
* Utility bill (not a mobile phone bill; dated within the last 60 days)
* Lease agreement (within the last year; signed by both parties)
* Signed mortgage statement (within the last 60 days)
* NYC ID
* Tuition statement showing a dorm address
P.O. Boxes are not accepted for address verification. Your document must show a physical street address.
## Business address verification
Submit **one** of the following:
* Articles of Incorporation or Certificate of Formation
* IRS EIN verification letter
* Tax return
* Credit card statement (not older than 30 days)
* Bank statement (not older than 30 days)
## SSN verification
Submit **one document from each list**.
**List 1 — choose one:**
* State driver's licence
* Driver's permit
* State-issued ID
* US passport
* US passport card
* Birth certificate
**List 2 — choose one:**
* Social Security card
* 1040 Tax Return
* W-2 or 1099
* W-4
* Form 1095
* Most recent month's pay stub
* Social Security Administration (SSA) documents
* Military records
* Unemployment benefits documentation
* Court order for name change
* Divorce decree
## Date of birth verification
Submit **one** of the following:
* State driver's licence
* Driver's permit
* State-issued ID
* US passport
* US passport card
* Birth certificate
## Name verification
Submit **one** of the following:
* Current driver's licence (front and back)
* Driver's permit with photo
* State photo ID
* US passport
* Marriage licence or divorce decree
* Court order
* Social Security card
* IRS Form W-2
To add a former name to your account, submit either a birth certificate or a court order showing the name change.
***
If you have questions about which documents to submit, contact [support@dash.fi](mailto:support@dash.fi).
# Getting started
Source: https://help.dash.fi/getting-started/index
Get set up with Dash.fi — the corporate charge card and financial platform for scaling businesses.
Dash.fi is a corporate charge card and financial platform built for businesses that spend fast. It gives you high spend limits with net terms, unlimited virtual cards, spend management controls, bill pay, rewards, and AI-powered audit agents — all connected to your accounting platform.
## What you get
* **Corporate charge card** — unlimited virtual cards, no personal guarantee, Net-1 to Net-60 repayment terms
* **Spend management** — approval workflows, policy rules, budgets, and expense management for your whole team
* **Bill pay** — pay vendors by ACH directly from the dashboard, with approval controls
* **Rewards** — 3% cashback on ad spend, shipping, and AI services; 2% on everything else
* **Accounting integration** — live sync to QuickBooks, Xero, or NetSuite; AI-assisted transaction coding
* **Audit agents** — Shipping, Advertising, and AI Token agents that monitor spend and recover overcharges automatically
## Application steps
Getting approved involves seven steps, completed entirely online. The checklist is non-sequential — you can open any step in any order, and most applicants finish in a single session.
Confirm your company is registered in the US. International companies with a US domestic entity and EIN can also qualify.
Provide your company's legal name, EIN, incorporation details, operating address, website, and estimated monthly spend. This information is used for KYB (Know Your Business) review.
Complete a quick ID and selfie check via Plaid for the account administrator. Dash.fi follows KYC (Know Your Customer) standards required by our issuing bank.
Add anyone who owns 25% or more of the business, plus your controlling officer.
Connect your business bank account via Plaid. This account is used to settle balances.
Upload a bank statement so we can verify your account.
Review the fees and accept the Dash.fi cardholder agreement to activate your card. Once submitted, the Dash.fi team reviews your application and sets your spend limit and net terms.
If you run into any issues during onboarding, open the support chat from any **Contact support** button in the app, or email [support@dash.fi](mailto:support@dash.fi).
# Requirements and eligibility
Source: https://help.dash.fi/getting-started/requirements
What your business needs to qualify for a Dash.fi corporate charge card.
Before applying, confirm your business meets the eligibility criteria below. These determine whether you can open an account and what spend limit and net terms you'll receive.
## Eligibility
To open a Dash.fi account, your business must have:
* A **US-registered legal entity** with a valid Employer Identification Number (EIN)
* A **physical business address** in the United States
* **Active business presence and operations** in the United States
* A **US business bank account** belonging to the same US business entity applying for the Dash.fi account
## What determines your spend limit and net terms
Dash.fi reviews your application to set two things: your **spend limit** (how much you can charge across all cards) and your **net terms** (how long you have to repay each statement).
Net terms range from **Net-1 to Net-60**. Longer terms mean more float between when you spend and when payment is due. The factors that influence your terms and limit include:
* **Monthly spend volume** — estimated at application and verified against your bank statements
* **Cash balance** — the balance maintained in the connected US business bank account supports underwriting
* **Business history** — how long your company has been operating and its overall financial profile
* **KYB/KYC results** — identity and business verification outcomes
Providing accurate financial information and maintaining a healthy bank balance supports higher limits and longer terms over time.
## International businesses
Dash.fi is a US-based product. We can only work with businesses that meet the eligibility criteria above: a US-registered legal entity with a valid EIN, a physical US business address, active US operations, and a US business bank account under the same entity.
International companies can qualify if they meet those same requirements through a US domestic entity. Foreign owners are supported, and a US Social Security Number isn't required.
If you're an international applicant and don't have your EIN document during the application, email [support@dash.fi](mailto:support@dash.fi) with your business name and account email. The team can guide you through submitting it separately.
## What happens after approval
Once approved, Dash.fi sets your spend limit and net terms. You can create virtual cards immediately and start spending. Your terms and limit can change over time based on your spend history and account standing.
To discuss a limit increase, contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager.
# Connect NetSuite
Source: https://help.dash.fi/integrations/accounting/connect-netsuite
Connect Dash.fi to NetSuite and start syncing card transactions to your general ledger.
NetSuite integration requires an Administrator role in NetSuite to complete the OAuth connection and configure subsidiary/GL account mappings.
## Before you start
You'll need:
* NetSuite with SuiteApp access enabled
* An Administrator role in NetSuite
* Administrator access in Dash.fi
## Step 1: Open accounting setup
1. Log in to Dash.fi and go to **Accounting** in the left-hand menu.
2. Select **Card Transactions**.
3. If no accounting platform is connected, you'll see a setup prompt. Click **Setup Integration**.
4. You'll be taken to **Settings → Integrations**. Select **NetSuite**.
## Step 2: Choose your integration mode
Dash.fi offers two modes:
| Mode | How it works | Best for |
| ----------------------------------- | ---------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------ |
| **Dash.fi Sync Mode** (recommended) | Your team codes transactions, attaches receipts, and assigns vendors inside Dash.fi. Reviewed transactions sync to NetSuite. | Teams who want all spend management in one place |
| **Bank Feed** | A raw transaction feed is pushed directly into NetSuite. | Teams who prefer to do all coding in NetSuite |
## Step 3: Connect to NetSuite
1. Click **Connect** for your chosen mode.
2. You'll be redirected to NetSuite's OAuth consent screen. Sign in with your NetSuite Administrator credentials.
3. Approve the integration request.
4. Dash.fi redirects back to the app and begins the initial sync.
Wait for the initial sync to complete. Dash.fi pulls your chart of accounts, subsidiaries, and account structure from NetSuite.
If you close the NetSuite sign-in popup before approving the connection, Dash.fi surfaces a **Finish connecting NetSuite** banner on the Accounting screen and **Settings → Integrations**. Click **Continue setup** in the banner to resume the same flow — see [Resume an incomplete connection](/integrations/accounting#resume-an-incomplete-connection).
## Step 4: Select your subsidiary
If your NetSuite account uses OneWorld (multi-subsidiary), you'll be prompted to select the subsidiary that Dash.fi transactions should post to. Select the correct entity and click **Continue**.
## Step 5: Set up your account map
Map your Dash.fi credit card to a liability account in NetSuite's chart of accounts:
* **Use an existing account** — if you already have a credit card account set up for Dash.fi
* **Create a new account** — recommended to keep Dash.fi transactions clearly separated
Give the account a clear name (for example, `Dash.fi Corporate Card`) and click **Continue**. The account status should change to **Active**.
## Step 6: Map expense categories
Go to **Accounting → Categories**. Map each Dash.fi spend category to the appropriate GL expense account in NetSuite.
Dash.fi suggests the most likely GL code for each category — review, confirm, or adjust. Mappings apply to all future transactions automatically and can be overridden per transaction if needed.
## Step 7: Verify the connection
Return to **Accounting → Card Transactions**. Cleared transactions should now be visible and ready for review.
## Reviewing and syncing transactions
With the integration set up, your workflow for each cleared transaction is:
1. Review the merchant, amount, category, GL code, vendor, and memo
2. Attach a receipt if required
3. Click **Mark as ready** — the transaction moves to the sync queue
4. Dash.fi syncs ready transactions to NetSuite in batches, typically within the hour
Transactions can be edited up until the batch picks them up. Once synced, the NetSuite record is the source of truth.
## FAQ
Yes. If your NetSuite account uses OneWorld, you'll select a subsidiary during setup. Transactions sync to that subsidiary's GL.
An Administrator role is required to complete the OAuth connection and grant Dash.fi the necessary permissions to read your chart of accounts and write journal entries.
When you pay your Dash.fi balance, that payment flows into NetSuite through your bank account feed. Syncing it through Dash.fi as well would create a duplicate entry. The Payments tab in Dash.fi is for reference only.
# Connect QuickBooks Online
Source: https://help.dash.fi/integrations/accounting/connect-quickbooks
Connect Dash.fi to QuickBooks Online and start syncing card transactions to your general ledger.
This page covers **QuickBooks Online**. For QuickBooks Desktop, see [Connect QuickBooks Desktop](/integrations/accounting/connect-quickbooks-desktop).
## Before you start
You'll need:
* An active QuickBooks Online account
* Admin or accountant access in both Dash.fi and QuickBooks Online
## Step 1: Open accounting setup
1. Log in to Dash.fi and go to **Accounting** in the left-hand menu.
2. Select **Card Transactions**.
3. If no accounting platform is connected, you'll see a setup prompt. Click **Setup Integration**.
4. You'll be taken to **Settings → Integrations**. Select **QuickBooks Online**.
## Step 2: Choose your integration mode
Dash.fi offers two modes. Choose the one that fits your workflow:
| Mode | How it works | Best for |
| ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------ |
| **Dash.fi Sync Mode** (recommended) | Your team codes transactions, attaches receipts, and assigns vendors inside Dash.fi. Reviewed transactions sync to QuickBooks. | Teams who want all spend management in one place |
| **Bank Feed** | A raw transaction feed is pushed directly into QuickBooks for coding there. | Teams who prefer to do all coding in QuickBooks |
Most customers use Dash.fi Sync Mode. It keeps the full review and coding workflow inside Dash.fi before anything reaches your GL.
## Step 3: Connect to QuickBooks
1. Click **Connect** for your chosen mode.
2. You'll be redirected to QuickBooks Online. Sign in if prompted.
3. Approve the connection when QuickBooks asks — select **Yes, I'll connect**.
4. Dash.fi will redirect back to the app and show a syncing status.
Wait for the initial sync to complete before moving on. Dash.fi pulls your chart of accounts, vendors, and existing account structure from QuickBooks — this typically takes a minute or two.
If you close the QuickBooks sign-in popup before approving the connection, Dash.fi surfaces a **Finish connecting QuickBooks Online** banner on the Accounting screen and **Settings → Integrations**. Click **Continue setup** in the banner to resume the same flow — see [Resume an incomplete connection](/integrations/accounting#resume-an-incomplete-connection).
## Step 4: Set up your account map
Once the sync finishes, you'll be prompted to map your Dash.fi credit card to a GL account in QuickBooks.
You can either:
* **Use an existing account** — if you already have a credit card liability account set up in QuickBooks for Dash.fi
* **Create a new account** — recommended if you don't have one, or want to keep Dash.fi transactions separate
Give the new account a clear name (for example, `Dash.fi Corporate Card`) and click **Continue**. The account status should change to **Active**.
## Step 5: Map expense categories
Go to **Accounting → Categories**. Each Dash.fi spend category needs to be mapped to a GL account in your chart of accounts.
Dash.fi suggests the most likely GL code for each category using AI — review and confirm or adjust each one. You can update mappings at any time. Individual transactions can also override the category default if needed.
## Step 6: Verify the connection
Return to **Accounting → Card Transactions**. Cleared transactions should now be visible and ready for review. If transactions appear, the connection is working.
## Reviewing and syncing transactions
With the integration set up, your workflow for each cleared transaction is:
1. Review the merchant, amount, category, GL code, vendor, and memo
2. Attach a receipt if required
3. Click **Mark as ready** — the transaction moves to the sync queue
4. Dash.fi syncs ready transactions to QuickBooks in batches, typically within the hour
Transactions can be edited up until the batch picks them up. Once synced, the QuickBooks record is the source of truth.
## FAQ
Yes. You can disconnect and reconnect with a different mode from **Settings → Integrations**. Re-connecting will re-pull your QuickBooks data.
Check that your account map is set up and the credit card account is marked Active. Without a mapped credit card account, transactions can't sync and won't appear in the review queue.
When you pay your Dash.fi balance, that payment flows into QuickBooks through your bank account feed. Syncing it through Dash.fi as well would create a duplicate entry. The Payments tab in Dash.fi is for reference only.
Yes. The Account Map supports many-to-one mappings — useful if you want multiple Dash.fi accounts to consolidate into a single GL account.
# Connect QuickBooks Desktop
Source: https://help.dash.fi/integrations/accounting/connect-quickbooks-desktop
Connect Dash.fi to QuickBooks Desktop and start syncing card transactions to your general ledger.
QuickBooks Desktop syncs on a schedule rather than in real time. Account creation and transaction sync are tied to QuickBooks Desktop's next scheduled sync, so timing depends on how often that sync runs.
## Before you start
You'll need:
* An active QuickBooks Desktop company file with the Web Connector running
* Admin or accountant access in both Dash.fi and QuickBooks Desktop
* Administrator access in Dash.fi
## Step 1: Open accounting setup
1. Log in to Dash.fi and go to **Accounting** in the left-hand menu.
2. Select **Card Transactions**.
3. If Accounting isn't enabled yet, you'll see a **Not enabled** card. Click **Enable Accounting** and follow the prompts to turn the product on.
4. Once Accounting is on, if no accounting platform is connected, you'll see a setup prompt. Click **Set Up Integration**.
5. You'll be taken to **Settings → Integrations**. Select **QuickBooks Desktop**.
## Step 2: Connect to QuickBooks Desktop
Follow the on-screen prompts to authorize Dash.fi against your QuickBooks Desktop company file. Once the Web Connector is configured, Dash.fi can read your chart of accounts and post transactions on each scheduled sync.
## Step 3: Set up your account map
Once you're connected, Dash.fi prompts you to map your credit card to a GL account in QuickBooks Desktop. You can either:
* **Use an existing account** — pick a credit card liability account that already exists in QuickBooks Desktop.
* **Create a new account** — Dash.fi creates the GL account for you.
QuickBooks Desktop only accepts changes during a scheduled sync, so the new-account path runs asynchronously. The next sections explain what to expect.
### How async account creation works
When you choose **Create a new account**, Dash.fi queues the request and waits for QuickBooks Desktop to pick it up. You'll see one of three states on the setup screen:
| State | What it means |
| -------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Setting up** | Dash.fi has queued the new account and is waiting on QuickBooks Desktop's next scheduled sync. The screen tells you it can take a while depending on your sync frequency, and that you can leave the page — Dash.fi finishes setup automatically. |
| **Ready** | QuickBooks Desktop created and returned the account, and Dash.fi linked it to your card. Click **Continue** to finish setup. |
| **Couldn't create your account** | The sync didn't complete the request. Retry, or switch to **Use an existing account** to map your card to one that already exists in QuickBooks Desktop. |
You don't need to keep the setup page open. Leave or refresh — when you return, Dash.fi reconciles the in-flight job and shows the latest state. If a job sits in the queue too long without QuickBooks Desktop picking it up, Dash.fi marks it as failed so you can retry or switch to an existing account.
## Step 4: Map expense categories
Go to **Accounting → Categories**. Map each Dash.fi spend category to a GL account in your QuickBooks Desktop chart of accounts. Dash.fi suggests the most likely GL code for each category — review and confirm or adjust.
## Step 5: Verify the connection
Return to **Accounting → Card Transactions**. After QuickBooks Desktop's next scheduled sync, cleared card transactions appear in the review queue. Reviewed transactions sync back to QuickBooks Desktop on the following scheduled sync.
## FAQ
It depends on your QuickBooks Desktop sync schedule. Account creation completes on the next scheduled sync after you submit the form. If your Web Connector runs every 15 minutes, expect setup to finish within 15 minutes; if it runs hourly, expect up to an hour.
Yes. Dash.fi finishes setup in the background. When you return to **Settings → Integrations → Accounting**, the page reconciles the in-flight job and shows the current state automatically.
If QuickBooks Desktop never picks up the job, or the sync rejects it, the setup screen shows **We couldn't create your account**. Click **Try again** to requeue, or pick **Use an existing account** to map your card to an existing credit card account in QuickBooks Desktop.
QuickBooks Desktop only accepts new records during a scheduled sync. Transactions you mark **Ready** in Dash.fi are posted on the next sync run.
# Connect Sage Intacct
Source: https://help.dash.fi/integrations/accounting/connect-sage-intacct
Connect Dash.fi to Sage Intacct and start syncing card transactions to your general ledger.
Sage Intacct integration requires Company Admin access in Sage Intacct to complete the connection and configure entity and GL account mappings.
## Before you start
You'll need:
* Sage Intacct with Web Services access enabled
* Company Admin access in Sage Intacct
* Administrator access in Dash.fi
## Step 1: Open accounting setup
1. Log in to Dash.fi and go to **Accounting** in the left-hand menu.
2. Select **Card Transactions**.
3. If no accounting platform is connected, you'll see a setup prompt. Click **Setup Integration**.
4. You'll be taken to **Settings → Integrations**. Select **Sage Intacct**.
## Step 2: Choose your integration mode
Dash.fi offers two modes:
| Mode | How it works | Best for |
| ----------------------------------- | -------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------- |
| **Dash.fi Sync Mode** (recommended) | Your team codes transactions, attaches receipts, and assigns vendors inside Dash.fi. Reviewed transactions sync to Sage Intacct. | Teams who want all spend management in one place |
| **Bank Feed** | A raw transaction feed is pushed directly into Sage Intacct. | Teams who prefer to do all coding in Sage Intacct |
## Step 3: Connect to Sage Intacct
1. Click **Connect** for your chosen mode.
2. You'll be redirected to Sage Intacct's authentication screen. Sign in with your Company Admin credentials.
3. Approve the integration request.
4. Dash.fi redirects back to the app and begins the initial sync.
Wait for the initial sync to complete. Dash.fi pulls your chart of accounts, entities, locations, and departments from Sage Intacct.
## Step 4: Set up your account map
Once the sync finishes, you'll be prompted to map your Dash.fi credit card to an account in Sage Intacct. You can create a new account or link to an existing one.
### Creating a new account
Fill in the following fields:
| Field | Notes |
| ----------------------- | ----------------------------------------------------------------------- |
| **Account name** | A clear label, for example `Dash.fi Corporate Card` |
| **Account number** | Must be exactly 5 characters, for example `10000` |
| **Bank Name** | Your card-issuing bank, for example `Chase Bank` |
| **Bank Account Name** | Up to 20 characters, for example `Dashfi CC` |
| **Bank Account Number** | Your card or bank account number, up to 44 characters |
| **Location** | Optional. Selecting a location filters the available entities below |
| **Entity** | Required. The Sage Intacct entity that card transactions should post to |
### Using an existing account
Select the account from the list, then pick the **Entity** that transactions should post to.
### Journal type (optional)
After choosing your account, you can specify a Sage Intacct journal type (for example `APJ` or `GJ`). If left blank, Sage Intacct uses its default journal.
Click **Continue**. The account status should change to **Active**.
## Step 5: Map expense categories
Go to **Accounting → Categories**. Map each Dash.fi spend category to the appropriate GL expense account in Sage Intacct.
Dash.fi suggests the most likely GL code for each category — review, confirm, or adjust. Mappings apply to all future transactions automatically and can be overridden per transaction.
If your Sage Intacct account uses departments or locations as tracking dimensions, you can assign them per transaction in the Card Transactions view.
## Step 6: Verify the connection
Return to **Accounting → Card Transactions**. Cleared transactions should now be visible and ready for review.
## Reviewing and syncing transactions
With the integration set up, your workflow for each cleared transaction is:
1. Review the merchant, amount, category, GL code, vendor, and memo
2. Assign department and location dimensions if your Sage Intacct setup uses them
3. Attach a receipt if required
4. Click **Mark as ready** — the transaction moves to the sync queue
5. Dash.fi syncs ready transactions to Sage Intacct in batches, typically within the hour
Transactions can be edited up until the batch picks them up. Once synced, the Sage Intacct record is the source of truth.
## Coding transactions with departments and locations
If your Sage Intacct account uses departments and locations as tracking dimensions, the GL code picker on **Accounting → Card Transactions** expands into a cascading selector:
1. Pick the **GL code** for the transaction.
2. A **Department** field appears below it — optional.
3. A **Location** field appears below that — optional.
A few things to know:
* Department and location are optional per transaction. You can mark a transaction ready without setting either.
* Locations are scoped to the entity mapped to your Dash.fi card account, so you'll only see locations that belong to that entity.
* The entity itself is fixed at connection time — you choose the department and location per transaction, not the entity.
### Setting a default department and location
To avoid coding the same department or location on every transaction, set an **account-level default** for your Dash.fi card account:
1. Go to **Accounting → Card Transactions**.
2. Click **Sync settings** in the top-right of the page (only visible on Sage Intacct connections).
3. Pick a **Default department** and/or **Default location**. Changes save automatically.
How the defaults are applied at sync time:
* If a transaction has its own department or location set, that value is used — the transaction-level value always wins.
* If a transaction has no department or location, Dash.fi fills in the account-level default when it pushes the batch to Sage Intacct.
* Locations available as defaults are scoped to the same entity as your card account, so cross-entity mismatches can't happen.
To clear a default, open **Sync settings** again and choose the empty (`None`) option in the department or location picker. The next sync goes back to using only per-transaction values.
Once you've set a default department, department is no longer required on individual transactions — the **Ready** control stops asking for it and the sync falls back to the default.
## What you need before marking a transaction ready
A transaction can't be marked ready to sync until it has:
* A spend category
* A GL code (Accounting Code)
* An accounting date
* A memo
* A customer — only if the transaction is marked billable
Department and location are not required. If anything's missing, the **Ready** control stays disabled and tells you which fields to complete.
## FAQ
Sage Intacct uses entities to represent distinct companies or business units in a multi-entity environment. Selecting an entity tells Dash.fi which company's books card transactions should post to.
Yes. During setup you select the entity that Dash.fi transactions should post to. If you need to post to multiple entities, contact support.
Sage Intacct journals are the mechanism used to record transactions. Common types are AP journals (`APJ`) and general journals (`GJ`). If you're unsure which to use, check with your Sage Intacct administrator. Leaving this blank uses the platform default.
Sage Intacct requires GL account numbers to be exactly 5 characters. Check your Sage Intacct chart of accounts if you're unsure which number to use.
When you pay your Dash.fi balance, that payment flows into Sage Intacct through your bank account feed. Syncing it through Dash.fi as well would create a duplicate entry. The Payments tab in Dash.fi is for reference only.
# Connect Xero
Source: https://help.dash.fi/integrations/accounting/connect-xero
Connect Dash.fi to Xero and start syncing card transactions to your general ledger.
## Before you start
You'll need:
* An active Xero account
* Advisor or standard user access in Xero
* Administrator access in Dash.fi
## Step 1: Open accounting setup
1. Log in to Dash.fi and go to **Accounting** in the left-hand menu.
2. Select **Card Transactions**.
3. If no accounting platform is connected, you'll see a setup prompt. Click **Setup Integration**.
4. You'll be taken to **Settings → Integrations**. Select **Xero**.
## Step 2: Connect to Xero
Xero uses Dash.fi Sync Mode. Your team codes transactions, attaches receipts, and assigns vendors inside Dash.fi, and reviewed transactions sync to Xero.
1. Click **Connect** on the Xero tile.
2. You'll be redirected to Xero. Sign in if prompted.
3. Select the Xero organisation you want to connect and confirm the access request.
4. Dash.fi will redirect back to the app and begin the initial sync.
Wait for the initial sync to complete. Dash.fi pulls your chart of accounts and existing account structure from Xero — this typically takes a minute or two.
If you close the Xero sign-in popup before approving the connection, Dash.fi surfaces a **Finish connecting Xero** banner on the Accounting screen and **Settings → Integrations**. Click **Continue setup** in the banner to resume the same flow — see [Resume an incomplete connection](/integrations/accounting#resume-an-incomplete-connection).
## Step 3: Set up your account map
Once the sync finishes, map your Dash.fi credit card to a GL account in Xero.
You can either:
* **Use an existing account** — if you already have a credit card liability account set up in Xero for Dash.fi
* **Create a new account** — recommended if you want to keep Dash.fi transactions separate
Give the new account a clear name (for example, `Dash.fi Corporate Card`) and click **Continue**. The account status should change to **Active**.
You can also map your Dash.fi bank accounts (Dash Cash, rewards wallet, connected bank accounts) to the appropriate GL accounts in Xero.
## Step 4: Map expense categories
Go to **Accounting → Categories**. Each Dash.fi spend category needs to be mapped to a GL account in your Xero chart of accounts.
Dash.fi suggests the most likely GL code for each category — review and confirm or adjust. You can update mappings at any time. Individual transactions can override the category default if needed.
## Step 5: Verify the connection
Return to **Accounting → Card Transactions**. Cleared transactions should now be visible and ready for review. If transactions appear, the connection is working.
## Reviewing and syncing transactions
With the integration set up, your workflow for each cleared transaction is:
1. Review the merchant, amount, category, GL code, vendor, and memo
2. Attach a receipt if required
3. Click **Mark as ready** — the transaction moves to the sync queue
4. Dash.fi syncs ready transactions to Xero in batches, typically within the hour
Transactions can be edited up until the batch picks them up. Once synced, the Xero record is the source of truth.
## FAQ
Dash.fi works with Xero's standard plans (Starter, Standard, Premium). You need an account with access to the chart of accounts.
Each Dash.fi account connects to one Xero organisation. Contact support if you need to switch organisations.
When you pay your Dash.fi balance, that payment flows into Xero through your bank account feed. Syncing it through Dash.fi as well would create a duplicate entry. The Payments tab in Dash.fi is for reference only.
Bank feed mode is no longer offered for new Xero connections. If you connected Xero as a bank feed before this change, your existing feed keeps working. Contact support if you need to move a legacy bank-feed connection to Dash.fi Sync Mode.
# Accounting integration
Source: https://help.dash.fi/integrations/accounting/index
Connect Dash.fi to your accounting platform for automatic transaction sync — no CSV exports, no manual journal entries.
Dash.fi's accounting integration pushes card transaction activity directly into your accounting or ERP platform. When a card transaction clears, it appears in a review queue where your team confirms the expense category, GL code, vendor, and memo. Once reviewed, Dash.fi batches and syncs the transactions directly to your accounting platform — no manual data entry required.
The connection is OAuth-based, so your accounting credentials never touch Dash.fi directly.
## Supported platforms
| Platform | Status |
| ------------------ | --------- |
| QuickBooks Online | Available |
| QuickBooks Desktop | Available |
| Xero | Available |
| NetSuite | Available |
| Sage Intacct | Available |
## How the sync works
The **Accounting** section in Dash.fi has four areas:
* **Card Transactions** — the main review and sync queue. Every cleared card charge appears here for categorisation before it syncs to your GL.
* **Categories** — maps Dash.fi spend categories to GL codes in your accounting platform. AI-powered suggestions accelerate initial setup.
* **Account Map** — maps your Dash.fi credit card account to the corresponding GL account in your accounting platform. This must be completed before any transactions can sync.
* **Payments** — a view of your Dash.fi bill payments.
## Transaction lifecycle
Each transaction moves through three states:
```
Pending → Ready → Synced
```
* **Pending** — transaction has cleared and is waiting to be reviewed
* **Ready** — reviewed and approved for sync; will be picked up in the next batch (typically within the hour)
* **Synced** — pushed to your accounting platform and posted to the GL
Transactions can be edited right up until the sync batch picks them up. Once synced, the accounting platform record is the source of truth.
## Card Transactions tabs
**Accounting → Card Transactions** has three tabs:
* **Ready to sync** — transactions you've reviewed and queued for the next sync batch.
* **Needs review** — transactions whose last sync attempt failed. Each one needs action before it can sync. The count next to the tab label shows how many are waiting.
* **History** — everything that's already synced, with sync timestamps.
### Vendor sync status icons
The vendor column on the Card Transactions table shows an icon next to the vendor name. It reflects the state of that vendor in your accounting platform:
| Icon | Meaning | What to do |
| ------------------------ | ----------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------- |
| Green **plus** | Dash.fi will create a new vendor in your accounting platform on the next sync. | Nothing — Dash.fi handles it. |
| Spinning **loader** | The vendor is syncing. The transaction syncs on the next run once the vendor exists. | Wait for the next sync cycle. |
| Red **warning triangle** | Dash.fi couldn't create the vendor in your accounting platform, usually due to a name conflict. | Open the vendor and link it to an existing record — see [Map to your accounting platform](/vendors/manage-vendors#map-to-your-accounting-platform). |
| No icon | The vendor is already linked and ready to use. | Nothing. |
### Clearing the Needs review queue
When an expense fails to sync, its **Status** pill shows **Sync failed** with a tooltip explaining the reason. The most common cause is a **Vendor creation failed** error.
To clear it:
1. Go to **Accounting → Card Transactions → Needs review**
2. Open a transaction in the list
3. Follow the action in the tooltip — usually, link the vendor to an existing record in your accounting platform
4. Re-open the transaction and mark it ready to sync
Once you link the vendor, the **Sync failed** tooltip updates to confirm the connection and prompts you to mark the expense ready again. The next sync batch picks up the transaction and moves it from **Needs review** to **History**.
## What accounting automation handles
Beyond the basic sync, Dash.fi's accounting automation reduces the manual work of closing the books each month:
* **AI merchant mapping** — Dash.fi learns from your category decisions and automatically suggests the right GL code and category for recurring vendors. Over time, most transactions are pre-categorised and require only a quick review.
* **Dedicated accountant view** — users with the Accountant or Bookkeeper role have a focused view of the sync queue, with batch review tools for processing large transaction volumes efficiently.
* **Vendor mapping** — each vendor in Dash.fi can be mapped to the corresponding vendor record in your accounting platform, ensuring bill payments post to the right payee in your GL.
* **Multi-entity support** — if your accounting platform supports multiple subsidiaries or entities (for example, NetSuite OneWorld), you can map different Dash.fi accounts or card groups to different entities.
* **Bill pay sync** — payments processed through Dash.fi Bill Pay are visible in the Payments tab and sync to your platform alongside card transactions.
## Resume an incomplete connection
If you close the sign-in popup or navigate away before authorising Dash.fi in QuickBooks Online, Xero, or NetSuite, the connection stays incomplete — Dash.fi has minted a connection link, but your accounting platform never confirmed access.
Dash.fi automatically detects this state and surfaces a **Finish connecting \[platform]** banner in two places so you can pick up where you left off:
* **Accounting** — the banner appears at the top of the Accounting screen.
* **Settings → Integrations** — the banner appears alongside the accounting integration tile.
Click **Continue setup** in the banner to reopen the same sign-in flow and authorise Dash.fi. Once you complete the sign-in, the banner disappears and the initial sync starts automatically — no need to start a new connection or contact support.
Detection runs on a periodic sweep, so a connection you abandoned in the last few minutes may briefly show as **Connecting** before the banner switches to the resume prompt. If you want to retry immediately, refresh the Accounting screen after about 30 minutes.
If the **Continue setup** button is disabled or reports an invalid link, the original connection link has expired. Disconnect the integration from **Settings → Integrations** and start a fresh connection from the [connect page](#get-connected) for your platform.
## Get connected
Choose your platform for step-by-step setup instructions.
Connect QuickBooks Online
Connect QuickBooks Desktop
Connect Xero
Connect NetSuite
Connect Sage Intacct
# Ad Credit Recovery
Source: https://help.dash.fi/integrations/ad-credit-recovery/index
Recover ad credits owed by Meta and Google — the agent assembles evidence, files claims, and processes recoveries automatically.
Ad Credit Recovery is a service within the Dash.fi Ad Agent that identifies and reclaims ad credits and overcharges you're owed from Meta and Google. Many advertisers are owed credits for invalid traffic, billing errors, and platform-issued adjustments — but the claims process is manual, time-consuming, and easy to miss. Dash.fi handles it automatically.
## How it works
1. **Detection** — The agent continuously monitors your ad account activity and cross-references it against platform billing records to identify credits you're eligible to claim.
2. **Evidence assembly** — Dash.fi automatically compiles the supporting data (traffic records, billing statements, account history) required for each claim.
3. **Claim filing** — Claims are submitted directly to Meta and Google on your behalf through their respective dispute and credit processes.
4. **Recovery** — Approved credits are applied to your ad account. Dash.fi tracks the status of every open claim in your dashboard.
## Pricing
Ad Credit Recovery operates on a **success fee model** — there's no upfront cost. Dash.fi earns a percentage of the credits recovered. If no credits are recovered, you pay nothing.
## What can be recovered
* Invalid traffic credits
* Late delivery adjustments
* Billing errors and duplicate charges
* Platform-issued promotional credits that have not been applied
## Supported platforms
| Platform | Status |
| --------------------------- | --------- |
| Meta (Facebook / Instagram) | Available |
| Google Ads | Available |
## Viewing recovery status
Open the **Ad Agent** section in your Dash.fi dashboard to see:
* Claims in progress
* Credits recovered to date
* Platform responses and timelines
## Questions
Contact [support@dash.fi](mailto:support@dash.fi) or your account manager to learn more about Ad Credit Recovery or to check the status of active claims.
# Ad Agent
Source: https://help.dash.fi/integrations/ad-pay-protection/index
Audit your ad spend, detect fraud, recover overcharges, and reclaim credits — automatically.
The Dash.fi Ad Agent monitors your digital ad campaigns across Google and Meta. It runs two services:
* **Ad Pay Protection** audits traffic quality and detects billing discrepancies in real time.
* **Ad Credit Recovery** submits claims for overcharges and platform credits on your behalf.
Both services run in the background. There's nothing to manually review day-to-day — the agent surfaces findings in your dashboard and handles the claims process automatically.
## Ad Pay Protection
Ad Pay Protection installs a lightweight pixel on your website that captures behavioral and technical signals from every ad-driven visit. The agent compares this data against what the ad platform reported to find discrepancies.
**What it detects:**
* Bot traffic and click farms
* Ad stacking and out-of-geo impressions
* Invalid traffic (IVT) that inflates your ad costs
* Billing inconsistencies between platform-reported data and actual site behavior
**What it does:**
* Flags overcharges of 5–30% in typical advertiser accounts
* Submits refund claims directly to Google and Meta
* Reports findings in your dashboard at [app.dash.fi](https://app.dash.fi)
The pixel uses cookie-less, privacy-safe tracking. No names, emails, IP addresses, or personal identifiers are collected. See [Privacy and data](/integrations/ad-pay-protection/privacy-and-data) for a full breakdown.
## Ad Credit Recovery
Ad Credit Recovery identifies and recovers ad credits you're owed from Meta and Google — credits that are often issued but never claimed. The agent assembles the evidence, files the claims, and processes any recoveries automatically.
See [Ad Credit Recovery](/integrations/ad-credit-recovery) for how the recovery process works.
## Get started
1. Get your pixel script from your Dash.fi Customer Success Manager, or email [support@dash.fi](mailto:support@dash.fi)
2. Follow the [Install Pixel](/integrations/ad-pay-protection/install-pixel) guide to add the script to your site
3. Review [UTM Parameters](/integrations/ad-pay-protection/utm-parameters) to ensure your campaigns are tagged correctly
Once the pixel is live, the agent begins auditing immediately. Ad Credit Recovery runs in parallel — no separate setup required.
# Install the Ad Pay Protection pixel
Source: https://help.dash.fi/integrations/ad-pay-protection/install-pixel
Add the Dash.fi Ad Pay Protection pixel to your website using Google Tag Manager, Shopify, or a direct HTML script tag.
The Ad Pay Protection (A.P.P.) pixel is a lightweight JavaScript snippet that tracks user events on your website and correlates them with your ad platform data for real-time auditing and fraud detection. Your unique pixel script is provided by your Dash.fi Customer Success Manager during your implementation call. Once you have the script, follow the instructions below for your platform.
If you haven't received your pixel script yet, contact your Customer Success Manager or email [support@dash.fi](mailto:support@dash.fi) before proceeding.
***
## Installation methods
Choose the tab that matches how your website is built or managed.
Google Tag Manager (GTM) is the recommended method if you already use GTM on your site, as it lets you deploy and update the pixel without touching your site's code directly.
Go to [tagmanager.google.com](https://tagmanager.google.com/) and select the account and container where you want to install the pixel.
Click **New Tag** and give the tag a descriptive name (e.g., `Dash.fi Ad Pay Protection`).
Set the following options:
* **Tag Type**: Custom HTML
* **HTML**: Paste your full pixel script into the HTML field
* **Triggering**: All Pages
Click **Save** to store the tag configuration.
Click **Submit** in the top navigation bar, add a version name or description if prompted, and publish. The pixel is now live on all pages.
After publishing, use GTM's Preview mode to verify the tag fires correctly on page load before closing your session.
If your storefront runs on Shopify, you can add the pixel directly to your theme's `theme.liquid` file so it loads on every page automatically.
Always back up your theme before editing code. In Shopify Admin, go to **Online Store > Themes**, click the three-dot menu on your active theme, and select **Duplicate** to create a backup copy.
In Shopify Admin, go to **Online Store > Themes**. Click the three-dot menu (or **Actions**) on your active theme, then select **Edit code**.
In the **Layout** folder on the left, click **theme.liquid** to open the file.
Use your browser's find function (Ctrl+F / Cmd+F) to locate the closing `` tag in the file.
Paste your pixel script on a new line **directly above** the `` tag.
Click **Save**. The pixel will now load on every page of your Shopify store.
If you manage your website's HTML directly, you can add the pixel manually to each page or to a shared header file.
Always back up your HTML files before making edits. Keep a copy of the original files in a safe location before you begin.
Determine which HTML files need the pixel. If your site uses a shared header or layout file, you only need to edit that one file. Otherwise, identify every individual page you want to track.
Open the target HTML file in your preferred text or code editor.
Find the closing `` tag in the file.
Paste your pixel script on a new line **immediately before** ``.
```html theme={null}
```
Save the file and upload it to your web server, replacing the existing version. Repeat this process for all pages if there is no shared header file.
***
## Verifying installation
After installing the pixel, confirm it's firing. Load a page on your site and open your browser's developer tools (Network tab) — look for a request to the Dash.fi pixel endpoint. Your Customer Success Manager can also confirm receipt of pixel events on the Dash.fi side.
If you need help verifying your pixel installation, contact [support@dash.fi](mailto:support@dash.fi) with your site URL and the installation method you used.
# Ad Pay Protection data collection and privacy
Source: https://help.dash.fi/integrations/ad-pay-protection/privacy-and-data
Understand what the Dash.fi Ad Pay Protection pixel collects, what it never captures, and how your data is stored, secured, and kept compliant.
Dash.fi Ad Pay Protection is built on a privacy-first foundation. The pixel uses cookie-less tracking and collects no personally identifiable information (PII) — no names, emails, phone numbers, or exact location data are ever captured. The system is fully compliant with GDPR and CCPA, and only collects the behavioral and technical signals needed to detect ad fraud and audit your campaign spend.
***
## What the pixel captures
### Core user events
The pixel records standard browser events to build a picture of session activity:
* **Page load / view** — Recorded when a page finishes loading
* **Page unload** — Recorded when a visitor navigates away from a page
* **Session start** — Recorded at the beginning of each new session
* **Scroll** — Recorded when a visitor scrolls on a page
* **Click** — Recorded when a visitor interacts with page elements
* **Form submit** — Recorded when a form is submitted
### Ad auditing signals
Beyond core events, the pixel captures signals specifically used for auditing and fraud detection:
* **Ad performance metrics** — Impressions, clicks, session duration, and bounce status. Sessions lasting 10 or more seconds are classified as True Visitors.
* **Attribution parameters** — UTM parameters (`utm_source`, `utm_medium`, `utm_campaign`, `utm_term`, `utm_content`) and ad-platform click identifiers (for example `gclid` from Google, `fbclid` from Meta) read from the landing page URL. These let the pixel match a visit back to the campaign that generated it.
* **Fraud detection signals** — Signals used to identify bot traffic, click farms, invalid clicks, ad stacking, and out-of-geo ad delivery. See [Fraud categories you'll see in the dashboard](#fraud-categories-you-ll-see-in-the-dashboard).
***
## Full list of data fields collected
The pixel collects the following fields — and only these fields.
### Session and event identifiers
Anonymous identifiers used to stitch events from the same visit together. They cannot be linked back to an individual and are not shared across sites.
| Field | Description |
| ---------------------- | ------------------------------------------------------------------------ |
| `event_id` | Unique identifier for a single recorded event |
| `session_id` | Rotating identifier for the current browser tab session |
| `client_id` | Rotating identifier stored in the visitor's browser for the current site |
| `analytics_session_id` | Rolling session identifier that resets after 30 minutes of inactivity |
| `timestamp` | Date and time of the event |
| `event_name` | Event type (e.g., `$pageview`, `$scroll`, `$submit`) |
| `script_source` | How the pixel was installed (Shopify, GTM, manual) |
| `script_version` | Version of the pixel script |
### Technical and browser signals
Low-resolution device and browser characteristics used to identify automated traffic and bots. None of these fields are combined into a fingerprint or used to track visitors across other websites.
| Field | Description |
| ----------------------------------- | ----------------------------------------------- |
| `user_agent` | Browser type, OS, and device category |
| `language` | Browser language setting |
| `platform` | Operating system platform |
| `screen_width` / `screen_height` | Screen dimensions |
| `timezone_offset` | UTC timezone offset |
| `session_storage` / `local_storage` | Whether browser storage is available |
| `cookies_enabled` | Whether cookies are enabled |
| `do_not_track` | Browser Do Not Track signal status |
| `touch_support` | Whether the device supports touch input |
| `hardware_concurrency` | Number of CPU cores (device category signal) |
| `is_bot` | Whether the request was classified as automated |
### Session outcome
| Field | Description |
| ------------------ | --------------------------------------------- |
| `session_duration` | Length of the visitor's session, in seconds |
| `is_bounce` | Whether the session ended without interaction |
### Page and referrer
| Field | Description |
| -------------- | ------------------------------------------------ |
| `current_url` | URL of the current page |
| `previous_url` | URL of the previous page within the same session |
### Attribution parameters
UTM parameters and ad-platform click identifiers (`gclid`, `fbclid`, `msclkid`, `ttclid`, and other supported network click IDs) captured from the landing page URL to link the visit back to the campaign that generated it.
### Approximate location
The pixel derives country, region, and city from the request only for fraud detection (for example, identifying out-of-geo delivery). No exact IP address or street-level location is stored.
| Field | Description |
| --------------- | -------------------------------- |
| `geoip_country` | Country derived from the request |
| `geoip_region` | Region or state |
| `geoip_city` | City |
***
## What the pixel does NOT collect
The following data types are never collected by the Ad Pay Protection pixel under any circumstances:
* Names, email addresses, phone numbers, or any other personal identifiers
* Payment details or account credentials
* Exact IP addresses or precise geolocation data
* Third-party cookies or cross-site tracking data
* Device or browser fingerprints used to identify visitors across other websites
***
## How your ad-account data is handled
Ad Pay Protection also connects to your Meta and Google ad accounts through their official OAuth flows, so it can compare what the platform reported against what the pixel observed on your site.
* **Read-only access.** Dash.fi requests only the permissions needed to read campaign, ad, and spend data. We never edit your campaigns, adjust budgets, or post on your behalf outside of submitting refund claims you've opted into.
* **Scope is limited to your advertising data.** Campaign metadata, ad performance metrics, spend, and refund/credit records — not end-customer data from your ad-platform audiences.
* **Revocable at any time.** You can disconnect an ad account from your Dash.fi dashboard, which revokes the OAuth token immediately.
***
## Fraud categories you'll see in the dashboard
Each invalid click flagged in your dashboard is tagged with the specific pattern that triggered it, so you can see exactly why we've classified it as invalid:
* **Bot Detection** — Automated, non-human traffic
* **Automation Signatures** — Scripted browsers and headless automation
* **Zero Second Click** — Clicks that bounce before any real page interaction
* **Out of Geo Refund** — Clicks delivered outside the campaign's targeted geography
* **Platform Spoofing** — Traffic misrepresenting its device or platform
* **Device Type Diversity** / **Device Fingerprint Diversity** — Patterns consistent with click farms
* **Bounced Overcharge** / **Bounced Refund** — Charges for clicks that never produced a landed session
* **HFC Overcharge** / **HFC Refund** / **HFC Refund And Overcharge** — High-frequency click patterns eligible for refund
Each flagged click also carries a risk level and reason code so you can drill into the audit log and see the evidence behind the classification.
***
## How data is stored and retained
| Aspect | How it's handled |
| ----------------------- | --------------------------------------------------------------------------------------------------------- |
| **Access controls** | Strict role-based access; only authorised Dash.fi personnel can access customer data |
| **Cross-site tracking** | Not performed — visitors are never tracked across websites you do not own |
| **Retention** | Retained only as long as needed to detect fraud, submit refund claims, and meet compliance obligations |
| **Deletion** | You can request deletion of your data at any time by contacting [support@dash.fi](mailto:support@dash.fi) |
***
## Server infrastructure and security
Your data is stored and processed on secure, enterprise-grade infrastructure:
* **Hosting**: Google Cloud Platform (GCP) — US-Central1 region (Oregon, USA)
* **Data in transit**: Encrypted using industry-standard TLS
* **Data at rest**: Encrypted at the storage layer
* **Audit logs**: Immutable, blockchain-based audit trail
* **Log integrity**: Tamper-proof — audit records cannot be altered after creation
***
## Compliance and certifications
Dash.fi Ad Pay Protection meets the requirements of major data protection frameworks:
Ad Pay Protection is fully compliant with the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). No PII is collected, and cookie-less tracking eliminates the need for cookie consent banners related to the pixel.
Dash.fi holds Data Privacy Framework (DPF) certification, covering data transfers between the EU, UK, and United States.
A Data Protection Officer (DPO) has been appointed. EU representative and lead supervisory authority appointments are in place as required by GDPR.
Procedures are in place to handle data subject access requests (DSARs) and to fulfill rights of access, correction, and erasure in accordance with GDPR and CCPA requirements.
Business Continuity and Disaster Recovery (BCDR) plans are documented and tested on an annual basis to ensure data availability and system resilience.
***
## How Ad Pay Protection helps your business
* **Detects invalid traffic (IVT) and ad fraud** — Identifies bot traffic, click farms, ad stacking, and other forms of fraud that inflate your ad costs without delivering real results.
* **Recovers overcharges** — Typical advertiser accounts show 5–30% in overcharges from platforms like Google and Meta. Ad Pay Protection identifies these discrepancies and submits refund claims on your behalf.
* **Self-service monitoring** — Track ad performance, fraud signals, and pending refund claims directly from your Dash.fi dashboard at [app.dash.fi](https://app.dash.fi).
For questions about data handling, privacy compliance, or to submit a data subject access request, contact [support@dash.fi](mailto:support@dash.fi).
# Set up UTM parameters for Ad Pay Protection
Source: https://help.dash.fi/integrations/ad-pay-protection/utm-parameters
Tag every ad URL with UTM parameters and campaign_id so Dash.fi can accurately match user events to campaigns and audit your ad spend.
The Dash.fi Ad Pay Protection pixel matches user events on your website with data from your ad platforms by reading URL parameters. When a visitor arrives from a Meta or Google ad, the landing page URL needs specific parameters — particularly `campaign_id`. These let the pixel link the session back to the exact campaign that generated it. Without these parameters, attribution becomes partial or inaccurate, which limits the pixel's ability to detect fraud and identify overcharges tied to specific campaigns.
***
## Required parameters
Include the following parameters in every ad destination URL. The more complete your tagging, the more precise your auditing and attribution data will be.
| Parameter | Purpose | Example value |
| -------------- | ----------------------------------------------------------------------------------------------- | ------------------------------------- |
| `campaign_id` | **Most important.** The unique ID assigned by the ad platform. Enables exact campaign matching. | `123456789` |
| `utm_source` | Identifies the traffic source | `facebook`, `google`, `linkedin` |
| `utm_medium` | Describes how traffic was delivered | `cpc`, `social`, `email` |
| `utm_campaign` | Campaign name for contextual reporting | `black_friday_sale` |
| `utm_content` | Differentiates ad creatives within a campaign | `video1`, `headlineA`, `carousel_ad1` |
| `utm_term` | *(Optional)* Tracks keywords for search campaigns | `running+shoes` |
The `campaign_id` parameter is the most critical. Without it, the pixel cannot perform exact campaign matching, and audit results for that traffic will be incomplete. Always include `campaign_id` in your ad URLs.
***
## Example of a well-tagged URL
The URL below includes all required parameters and demonstrates the correct format:
```
https://yourwebsite.com/?utm_source=facebook&utm_medium=cpc&utm_campaign=black_friday_sale&utm_content=carousel_ad1&campaign_id=123456789
```
***
## How to add campaign\_id in Meta Ads
Meta supports dynamic URL parameters that automatically insert the campaign ID into your destination URL at the time your ad serves. Follow these steps to enable it:
In Meta Ads Manager, navigate to the specific ad you want to modify.
Scroll down to the **URL Parameters** section within the ad settings.
Click **Build a URL Parameter** to open the parameter builder tool.
Choose `campaign_id` from the list of available dynamic parameters. Meta will automatically insert the correct campaign ID value when the ad delivers.
Save the ad. From this point on, every landing page URL generated by that ad will include `?campaign_id=12345` (with the actual campaign ID populated dynamically).
***
## Platform URL templates
Use these templates as starting points when building tagged URLs for your campaigns.
Add this as a URL parameter template in your Meta ad settings. Meta will populate `campaign_id` dynamically at ad delivery time.
```
utm_source=facebook&utm_medium=cpc&utm_campaign=summer_launch&campaign_id={{campaign.id}}
```
Or as a complete destination URL:
```
https://yourwebsite.com/?utm_source=facebook&utm_medium=cpc&utm_campaign=summer_launch&campaign_id={{campaign.id}}
```
Add this as a **Final URL Suffix** in your Google Ads campaign settings. Google will replace `{campaignid}` with the actual campaign ID automatically.
```
utm_source=google&utm_medium=cpc&utm_campaign=summer_launch&campaign_id={campaignid}
```
Google's `{campaignid}` ValueTrack parameter is globally unique and auto-assigned — no manual ID entry is required.
***
## Best practices
Platform-assigned campaign IDs are globally unique and auto-assigned. They are the most reliable way for the Ad Pay Protection pixel to perform exact campaign matching. Make `campaign_id` a standard part of every ad URL template you use.
Inconsistent naming (e.g., `Facebook` vs. `facebook` vs. `fb`) fragments your data and makes reporting less reliable. Establish naming conventions for `utm_source`, `utm_medium`, and `utm_campaign` and apply them uniformly across all campaigns.
Leverage platform-native dynamic parameter tools (like Meta's URL Parameter builder or Google's ValueTrack parameters) wherever possible. These automatically populate the correct values and eliminate manual errors.
Before activating any campaign, click through your ad's destination URL and inspect the full URL in your browser's address bar. Confirm that all parameters — especially `campaign_id` — are present and correctly formatted.
# Connect providers
Source: https://help.dash.fi/integrations/ai-tokens/connect-providers
Connect, rotate, and disconnect Anthropic and OpenAI admin keys so the AI Spend Agent can audit your usage.
The AI Spend Agent pulls usage and billing data directly from your AI provider using an **admin API key**. You manage connections from inside the agent: connect a provider, rotate its key when it changes, or disconnect it when you no longer want the agent to audit that account.
Admin keys are stored encrypted and are only used to read usage, cost, and billing data from the provider. Dash.fi never uses them to make model calls on your behalf.
## Prerequisites
* The AI Spend Agent must be enabled on your Dash.fi account. See [Overview](/integrations/ai-tokens).
* You need an **admin key** (not a regular API key) from each provider you want to connect. Only an account owner or admin on the provider side can generate one.
## Open the Configure modal
1. Sign in to [app.dash.fi](https://app.dash.fi).
2. Open **AI Spend Agent** from the agents list on your dashboard.
3. Click **Configure** in the top bar of the agent.
The Configure modal walks you through the connection in three steps: get the admin key from the provider console, paste it into Dash.fi, and (optionally) upload your recent provider invoices for billing reconciliation. Only the connection is required to activate the agent — the invoice step can be skipped or completed later. Once you've connected at least one provider, opening Configure again lands you directly on the manage step for that provider.
## Connect Anthropic
Sign in to the [Anthropic Console](https://console.anthropic.com/) and go to **Settings > Admin Keys**. Create a new admin key and copy it — it's shown only once.
In the Configure modal, choose **Anthropic**, paste the admin key, and click **Connect**.
The agent immediately fetches your recent usage. Overview, Usage, and the findings views populate as data lands — the first pass typically completes within a few minutes.
## Connect OpenAI
Sign in to the [OpenAI Platform](https://platform.openai.com/) and go to **Settings > Admin Keys** (organization-level). Create a new admin key and copy it — it's shown only once.
In the Configure modal, choose **OpenAI**, paste the admin key, and click **Connect**.
The agent begins syncing usage as soon as the key is accepted.
You can connect Anthropic and OpenAI at the same time. Findings and spend from both providers appear together across every view.
## Upload invoices (optional)
The third step of the Configure modal lets you upload recent provider invoices so the agent can reconcile them against the usage it pulls from the admin key. This step is optional — the agent activates as soon as a provider is connected, and clicking **Next** through the invoice step effectively skips it. You can return to Configure at any time to add invoices later.
Uploading invoices tightens the accuracy of the reconciliation summary and refund claims in [Recovery](/integrations/ai-tokens/recovery), because the agent can compare the provider's actual line-item charges (not just the usage feed) against expected pricing.
### Supported providers and formats
* **Providers**: Anthropic and OpenAI.
* **File types**: PDF or CSV.
* **Recommended scope**: your last **3 months** of invoices for each provider.
### Upload an invoice
In the Configure modal, advance to **Upload invoices** (step 3).
Select **Anthropic** or **OpenAI** to tag the invoice. You can switch providers between uploads.
Click the upload area and choose a PDF or CSV from your machine. The upload starts as soon as you pick the file.
A progress bar shows the upload percentage, followed by a short **Verifying upload…** step. Modal navigation is locked while an upload is in flight so the transfer isn't aborted.
On success, the file appears in the **Uploaded** list with a green check. Repeat for additional invoices, or click **Next** / **Done** to leave the step.
Each row in the **Uploaded** list shows the filename, tagged provider, upload date, and current status:
* **Stored** (green check) — The file reached storage and has been recorded against your account.
* **Pending** — Upload is still being verified.
* **Error** (red) — The upload didn't complete. Click **Try again** to re-select the file.
### What happens after upload
Uploaded invoices feed the AI Spend Agent's **billing reconciliation** pipeline. The next audit compares each invoice's line items against the expected pricing derived from your usage. Any additional discrepancies surface in the [Violations](/integrations/ai-tokens/dashboard#violations) view — specifically under **Billing** — and back new or refined refund claims in [Recovery](/integrations/ai-tokens/recovery).
You don't need to do anything else to the uploaded files. There's no parsing job to poll and no manual mapping step.
Only PDF and CSV invoices are accepted. Other file types are rejected before the upload starts.
## Sync now
Usage refreshes automatically on the agent's own schedule. To pull the latest data on demand — for example, after a large spike or before opening a claim — click **Sync now** next to the connected provider in the Configure modal. The sync runs in the background; usage-based views refetch once it finishes.
## Connection sync health
Each connection in the Configure modal shows a chip next to the provider name that tells you the state of the last background sync. Use it to tell at a glance whether the numbers in the dashboard are current.
* **Connected** (green) — The last sync succeeded. Below the key preview, the connection shows **Last synced \** so you know how fresh the data is.
* **Sync issue** (amber) — The last sync failed on something transient (for example, a provider timeout or upstream 5xx). Dash.fi keeps retrying automatically on the normal schedule. No action is required unless the state persists.
* **Action needed** (red) — The stored admin key permanently fails, either because the provider rejected it (revoked or expired) or because it can no longer be decrypted. Syncing is paused for that connection and its data is frozen at the last successful sync until you rotate the key.
When any connected provider is in the **Action needed** state, an amber banner appears on every AI Spend Agent page naming the provider and the date its data froze at, with a **Rotate key** button that opens the Configure modal on the affected connection. The agent's top-bar status also switches to amber and appends `· action needed` to make the state visible without opening Configure.
Rotating the key clears the state as soon as the next sync succeeds: the chip returns to **Connected**, the banner disappears, and the top-bar status goes back to its normal live label. Follow [Rotate a key](#rotate-a-key) below to paste the new key.
## Refresh insights
**Sync now** brings in fresh usage data, but a separate audit pass produces findings and claims. Use **Refresh insights** (in the agent's top bar) to re-run the audit against the current usage and produce updated findings. The button shows an **Auditing…** state while the job runs, and refreshes the Action Plan and Recovery views the moment it finishes.
## Rotate a key
Rotate a key when the provider-side key is regenerated, revoked, or scheduled to expire. Rotating replaces the stored key without losing any historical data.
In the provider console, create a fresh admin key.
Open the AI Spend Agent, click **Configure**, and select the connected provider.
Click **Rotate**, paste the new admin key, and confirm.
## Disconnect a provider
Disconnecting stops the agent from pulling new usage from that provider. Historical usage and findings already synced remain visible in the dashboard.
Open the AI Spend Agent and click **Configure**.
Select the connected provider and click **Disconnect**. Confirm when prompted.
If you disconnect every provider, the agent falls back to its onboarding screen the next time you open it. Reconnecting later resumes syncs from the moment you connect — there's no back-fill for the disconnected window unless the provider itself retains that history.
## Troubleshooting
You already have an active key for that provider on your account. Use **Rotate** instead of **Connect** to replace it.
The initial sync can take a few minutes. If views are still empty after 10 minutes, click **Sync now**, then **Refresh insights**. If usage populates but findings don't, the agent may not have detected any issues in that window.
The last background sync hit a transient failure. Dash.fi keeps retrying on the normal schedule, so the chip usually clears on its own. See [Connection sync health](#connection-sync-health) for the full state model. If it stays in this state for more than a day, contact [support@dash.fi](mailto:support@dash.fi).
The provider rejected the stored admin key, so syncing is paused and the data is frozen at the last successful sync. Create a fresh admin key in the provider console, click **Rotate key** on the banner (or open Configure directly), and paste the new key. See [Rotate a key](#rotate-a-key).
# Dashboard sections
Source: https://help.dash.fi/integrations/ai-tokens/dashboard
Tour of the AI Spend Agent dashboard — Overview, Usage, Anomalies, Violations, Action Plan, and Recovery.
The AI Spend Agent dashboard is organized into sections you navigate from the left rail. Each section answers a different question: how much are you spending, where is it going, what's wrong, what to do about it, and what's been recovered.
Every section reflects the last 30 days of data pulled from your connected providers. To pull fresh data on demand, use [Sync now and Refresh insights](/integrations/ai-tokens/connect-providers).
If the agent's top-bar status is amber and reads `· action needed`, one of your provider connections has a revoked or unusable admin key. Syncing is paused for that connection and the numbers on this page are frozen at its last successful sync until you rotate the key. See [Connection sync health](/integrations/ai-tokens/connect-providers#connection-sync-health).
## Overview
Overview is the headline view: how much your team is spending on AI and how that's trending.
* **30-day spend** — Total cost across Anthropic and OpenAI over the last 30 days.
* **Tokens (30d)** — Total tokens consumed, split between input and output.
* **Cache-read rate** — Share of input tokens served from a prompt cache, plus the raw read vs. written token counts. High cache-read rates mean you're paying less for repeated context.
* **Models tracked** — How many distinct models the agent has seen usage from.
* **Price / 1M tokens** — Blended cost across input and output tokens in the window, expressed per million tokens. Useful as a headline unit price you can compare across periods or after switching models.
* **Cost / request** — Average cost per provider-reported request. The average is taken only over rows the provider reports a request count for, so the cost basis is the request-reporting spend rather than total spend. Anthropic's usage API is token-only, so if all your usage is Anthropic this shows `—` with `provider does not report request counts`.
* **Daily spend chart** — Per-day spend bars with a 7-day moving average line to smooth out day-to-day noise.
Above the KPIs, a **provider tab strip** ("All providers" plus one tab per connected provider that has usage) scopes every metric on the page to that provider. Only providers with usage get a tab — a connected provider that hasn't produced any spend yet won't appear.
Overview is the fastest way to spot a spend spike or a sudden drop in cache efficiency.
## Usage
Usage decomposes the same 30 days by dimension. Each section shows a spend-mix donut alongside a ranked table.
* **Spend by model** — Every model that produced cost in the window, with input, output, cache-write and cache-read tokens per model plus each model's share of total spend.
* **Spend by provider** — The same breakdown grouped by Anthropic vs. OpenAI.
* **Spend by API key** — Which keys are driving cost, useful for isolating a runaway integration.
* **Spend by team member** — Cost attributed to each team member, ranked. Click a row to open that member's drill-down page — see [Team member drill-down](#team-member-drill-down).
Use Usage when Overview surfaces a change and you need to attribute it: which model got more expensive, which provider is driving the shift, and whether cache usage moved along with it.
### Cascading filters
The filter bar above the breakdowns is **cascading**: each dropdown only shows values that are still possible given the ones above it. Pick a provider and the Model dropdown narrows to that provider's models; pick a model and API Key narrows to keys that used it; and so on down through Team Member. If an upstream change makes a downstream selection impossible (for example, switching to Anthropic while an OpenAI model is picked), the downstream dropdown resets to **All** on its own.
### Team member drill-down
From the **Spend by team member** breakdown, click a row to open a per-member view for the last 90 days. It shows:
* **Spend, Tokens, Cache-read rate, Requests** — The member's headline numbers, with team-median comparisons on cache-read rate and team-p90 comparisons on tokens per request so you can see whether they're an outlier or in line with the rest of the team.
* **Model mix** — A donut of which models the member's spend went to.
* **Recommendations** — Per-member optimization suggestions with an estimated annual saving where the agent can quantify one.
* **Findings for this member** — Every open finding attributed to that member's email, so you can see anomalies and violations tied to their usage in one place.
The member view is a drill-down of the same data, not a separate audit — findings match what appears elsewhere in the dashboard.
## Anomalies
Anomalies collect behavioral and efficiency findings the agent produced from your usage. Each row is one finding, tied to a specific rule (e.g. `spend_spike_anomaly`, `cache_efficiency_outlier`, `model_overkill`, `stale_key_active`).
Categories covered here:
* **Usage patterns** — Spend spikes, off-hours usage.
* **Governance** — Stale keys, untagged keys, workspace concentration, subscription-cheaper opportunities.
* **Cache efficiency** — Cache-write overspend, cache-read opportunities, cache-efficiency outliers.
* **Model efficiency** — Over-powered model choices, low-output request bursts, tokens-per-request outliers.
You can filter findings by **severity** (high / medium / low), **date range**, and **category**. Click any row to expand it — you'll see the human-readable explanation, the attribution (model, key, workspace, or user where available), the pricing basis the agent used, and a **Confidence** score (0–100%) for rules that produce one. Confidence is separate from severity: a low-confidence high-severity finding is worth double-checking before acting; a high-confidence low-severity finding is usually safe to treat as real.
## Violations
Violations are the disputable findings: billing and pricing discrepancies where the provider's charge doesn't match what pricing says it should have been. These findings can back a refund claim in [Recovery](/integrations/ai-tokens/recovery).
Categories covered here:
* **Billing** — Billing discrepancies (point-in-time and windowed), rate & discount summaries.
* **Pricing data** — Stale pricing entries, unknown-model observations.
Violations use the same filters and expand-for-detail interaction as Anomalies. Each finding is categorized into either Anomalies or Violations — a single finding never appears in both.
## Action Plan
The Action Plan is your prioritized to-do list. It takes every finding — anomalies and violations — and ranks them by **estimated dollar impact**, biggest first.
At the top of the page you'll see the total identified opportunity: the sum of estimated impact across every open finding. Each item shows the finding title, its severity, the human explanation, and its individual impact. Work top-down to pick up the highest-value fixes first.
Refund claims aren't tracked on Action Plan. Anything that can be recovered as a refund lives in [Recovery](/integrations/ai-tokens/recovery) — Action Plan focuses on the optimization work you own.
## Recovery
Recovery is the home for refund claims filed against billing violations. See [Recovery and refund claims](/integrations/ai-tokens/recovery) for the full walkthrough.
# Findings and the Action Plan
Source: https://help.dash.fi/integrations/ai-tokens/findings-and-action-plan
How the AI Spend Agent turns usage into findings, categorizes them into Anomalies and Violations, and ranks them on the Action Plan.
Every insight the AI Spend Agent produces is a **finding**. Each finding has a detection rule, an estimated dollar impact, a severity, and — where available — the attribution that pins it to a model, key, workspace, or user. This page explains how the agent generates findings, how they split between Anomalies and Violations, and how the Action Plan ranks them.
## How findings are produced
1. **Sync** — The agent pulls usage and cost from your connected providers on a schedule, and on demand when you click **Sync now**.
2. **Audit** — When you click **Refresh insights** (or on the agent's own audit cadence), the agent runs every detection rule against your current usage. This produces the finding set and the reconciliation summary for Recovery.
3. **Attribute** — Where the provider exposes it, each finding is tagged with the model, key, workspace, or user that caused it, plus the pricing basis used to compute the discrepancy or opportunity.
The **Refresh insights** button in the top bar of the agent holds an **Auditing…** state while the job runs and refreshes the dashboard the moment it finishes. See [Connect providers](/integrations/ai-tokens/connect-providers#refresh-insights).
## Anomalies vs. Violations
Every finding lands in exactly one of two views, based on its category:
| View | Category | Examples |
| -------------- | ---------------- | ------------------------------------------------------------------------------------------------ |
| **Anomalies** | Usage patterns | Spend spike, off-hours spend |
| Anomalies | Governance | Stale key still active, untagged key spend, workspace concentration, subscription likely cheaper |
| Anomalies | Cache efficiency | Cache-write overspend, cache-read opportunity, cache-efficiency outlier |
| Anomalies | Model efficiency | Model overkill, low-output request burst, tokens-per-request outlier |
| **Violations** | Billing | Billing discrepancy, billing discrepancy (window), rate & discount summary |
| Violations | Pricing data | Stale pricing data, unknown model observed |
The split matters for what you can do with each:
* **Anomalies** are optimization work — changes you make in your own stack (routing to a cheaper model, adding caching, revoking a stale key). They can't be recovered as refunds.
* **Violations** are disputable — the provider charged you something that pricing says they shouldn't have. Billing-discrepancy violations back the refund claims you file in [Recovery](/integrations/ai-tokens/recovery).
Both views share the same layout: a summary strip on top with counts and estimated impact per category, then a filterable table. Filter by **severity**, **date range**, and **category**. Click any row to expand the full explanation, attribution, and pricing basis.
## The Action Plan
The Action Plan is a single ranked list of every open finding — anomalies and violations combined — sorted by **estimated dollar impact**, highest first.
* The header shows the **total identified opportunity**: the sum of estimated impact across every finding in the list.
* Each row shows the finding's title, severity, human-readable explanation, and its individual estimated impact.
* Work top-down. The highest-impact items are the ones worth doing first, regardless of category.
Refund claims are tracked in [Recovery](/integrations/ai-tokens/recovery), not on the Action Plan. Action Plan is your optimization to-do; Recovery is where the agent packages up billing discrepancies for you to submit to the provider.
## Severity
Every finding carries a **severity**: `high`, `medium`, or `low`. The detection rule sets severity based on how confident the agent is in the finding and how material the impact is likely to be. Severity is separate from dollar impact. A `low` severity finding can still be worth acting on if it recurs across many keys or workspaces, and a `high` severity finding isn't always the biggest single line item.
## When findings change
The agent re-derives findings on every audit. That means:
* A finding that no longer applies after your next audit disappears from the list.
* Estimated dollar impact can move up or down as the underlying usage window shifts.
* Opening a refund claim against a billing-discrepancy violation flips that finding's claim-opened marker so you can't double-file. The finding itself keeps showing until it's fully resolved.
# AI Spend Agent
Source: https://help.dash.fi/integrations/ai-tokens/index
Audit your AI and LLM spend across providers — identify waste, optimize model selection, and recover overcharges.
The Dash.fi AI Spend Agent monitors your spending across AI and large language model (LLM) providers. AI costs are becoming a material line item for many businesses. The agent shows where tokens are going, which models and use cases drive cost, and where you're being overbilled — and it builds a submission-ready refund claim package for every billing discrepancy it confirms.
The AI Spend Agent is a paid add-on and is off by default. Contact your Customer Success Manager or [support@dash.fi](mailto:support@dash.fi) to enable it on your account.
## What the agent does
* **Spend visibility** — Breaks down AI and LLM spend by provider and model, with a daily trend and a 30-day rollup.
* **Waste detection** — Flags inefficient usage patterns, cache-efficiency and model-selection issues, and governance risks like stale or untagged keys.
* **Overcharge detection** — Compares provider-reported charges against expected pricing and flags billing and pricing discrepancies you can dispute.
* **Refund recovery** — Turns billing-discrepancy findings into downloadable evidence packages you submit to the provider, and tracks each claim through completion.
## Supported providers
The agent currently connects to **Anthropic** and **OpenAI**. You can connect either or both.
Coverage is expanding. Contact [support@dash.fi](mailto:support@dash.fi) for the latest provider list and to discuss coverage for other platforms your team uses.
## Cashback on AI spend
Transactions with AI and LLM providers earn **3% cashback** on your Dash.fi card — the same rate as ad spend and shipping. See [Earning rewards](/rewards/earning-rewards) for how the category rates work.
## How to use the agent
1. **[Connect a provider](/integrations/ai-tokens/connect-providers)** — Paste an Anthropic or OpenAI admin key so the agent can pull usage. Optionally upload your last 3 months of provider invoices to tighten billing reconciliation.
2. **[Review your dashboard](/integrations/ai-tokens/dashboard)** — Watch spend trend, per-model and per-provider breakdowns, and cache usage.
3. **[Work the Action Plan](/integrations/ai-tokens/findings-and-action-plan)** — See anomalies and violations the agent has detected, ranked by estimated dollar impact.
4. **[Recover overcharges](/integrations/ai-tokens/recovery)** — Open refund claims against billing discrepancies, download the evidence package, and submit it to the provider.
## Getting started
The AI Spend Agent is a product entitlement on your Dash.fi account. Once it's enabled:
1. Sign in to [app.dash.fi](https://app.dash.fi) and open **AI Spend Agent** from the agents list on your dashboard.
2. Click **Configure** and connect an Anthropic or OpenAI admin key. See [Connect providers](/integrations/ai-tokens/connect-providers).
3. The agent begins syncing your usage immediately. First findings typically appear within a few minutes of the initial audit.
If you don't see the AI Spend Agent card on your dashboard, the entitlement isn't active on your account yet — contact [support@dash.fi](mailto:support@dash.fi).
# Recovery and refund claims
Source: https://help.dash.fi/integrations/ai-tokens/recovery
How the AI Spend Agent reconciles billing, assembles evidence packages for billing discrepancies, and hands them to you to submit to the provider.
Recovery is where the AI Spend Agent turns confirmed billing discrepancies into **evidence packages you download and submit to the provider yourself**. It has two parts:
* The **reconciliation summary** — what the agent expected to be billed vs. what actually was.
* The **refund claim list** — one claim per billing-discrepancy finding, each with its own evidence package ready to download.
Dash.fi does not file refund claims with the provider for you. The agent assembles the evidence; you submit the claim.
## Reconciliation summary
Every audit produces a reconciliation of your provider bill against expected pricing. The summary at the top of Recovery shows:
* **Billed vs. expected** — Total the provider billed you against what pricing implies you should have been billed.
* **Recoverable** — The positive-delta total across reconciled buckets — the amount that's actually claimable.
* **Net delta** — Billed minus expected across everything reconciled (can be positive or negative).
* **Buckets reconciled** — How many usage buckets the audit was able to line up against pricing.
* **Period** — The date range the reconciliation covers.
* **Audit coverage** — The share of the provider's billed spend the audit could actually compare against local usage. Below 80% is called out in amber. The gap is billed buckets with no local usage to compare — usually a sign that not all of your usage is flowing through connected keys.
* **Coverage caveat** — When some usage couldn't be reconciled (missing pricing, unknown models), the summary flags it so you know the recoverable number is a lower bound. The dollar amount of any excluded billed buckets is shown inline.
* **Low-data flag** — If fewer than 14 days have been audited so far, the summary notes that the baseline is still building. Treat the recoverable figure as preliminary until more days have accumulated.
If the audit hasn't run yet, the summary shows an unaudited state and points at **Refresh insights**. If the audit ran and found no overcharges, it shows explicitly — "no overcharges found · N buckets reconciled · \$0 to recover" — instead of an empty section that could read as broken.
## Opening a refund claim
Refund claims are backed by **billing-discrepancy** findings on the [Violations](/integrations/ai-tokens/dashboard#violations) view.
From the agent's rail, open **Violations**.
Click a `Billing discrepancy` finding to expand it. Only findings whose rule is claimable show the claim action — cache, model-efficiency, and pricing-data findings can't back a claim.
Click **Open refund claim**. The action flips to **Claim opened** once the claim exists, so you can't double-file against the same finding.
The new claim appears in the Recovery list, and Dash.fi begins assembling its evidence package in the background.
## The refund claim list
Each row in the list represents one claim and shows:
* **Progress** — Your own status for the claim (see [Track your progress](#track-your-progress-with-status-tabs)).
* **Created** — When the claim was opened from its violation.
* **Refund** — The claimable amount from the underlying billing discrepancy.
* **Package** — The evidence package's state, and once it's ready, the **Download** action for it.
Expanding a row shows the originating finding — title, severity, human explanation, and estimated impact — inline, so you don't need to jump back to Violations.
## Downloading the evidence package
When you open a claim, Dash.fi builds a `.zip` evidence package that contains the reconciliation detail and supporting artifacts for the underlying billing discrepancy. The **Package** column reflects the build:
| Package state | What it means |
| ------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| **Preparing…** | The package is queued or being built. Check back in a moment — refreshing the page updates the state. |
| **Ready** — with **Download** button | The package is available. Click **Download** to save it. |
| **Failed** | The build didn't complete. Dash.fi retries failed builds automatically; if it stays failed, contact [support@dash.fi](mailto:support@dash.fi). |
Click **Download** to save the file as `ai-spend-refund-claim-{id}.zip`. Download URLs are short-lived and generated per click, so you can share the button but not a raw link — coming back later just fetches a fresh URL.
Submit the downloaded package to your provider through their normal refund or billing-dispute channel — for example, Anthropic support or the OpenAI billing contact. The package is self-contained. It includes the reconciliation numbers, the discrepancy detail, and the pricing basis the agent used, so the provider has everything they need to review the claim.
## Track your progress with status tabs
Recovery is the single home for claims. Each claim has a **Progress** field you set yourself to track where you are in gathering approvals, submitting the package to the provider, and reconciling any credit that lands.
Available statuses:
* **Not started**
* **In progress**
* **Completed**
* **Cancelled**
The status tabs at the top of the list filter claims by this field, with counts per status. The tab you land on defaults to **All**. Change a claim's status from the control on its row — the change saves immediately.
A useful convention: leave a claim at **Not started** until you've downloaded the package. Move it to **In progress** once you've submitted it to the provider, and flip it to **Completed** when the refund or credit lands in your account.
## What if there's nothing to recover?
If the reconciliation runs and finds no positive delta on any bucket, Recovery shows a clear "no overcharges found" state alongside the reconciliation numbers. That way you can see it's the real answer, not a missing audit. Re-run the audit any time with **Refresh insights** — a future window may surface new discrepancies as usage and pricing data land.
# Add your Dash.fi card to Meta Ads
Source: https://help.dash.fi/integrations/meta/add-card-to-meta
Add your Dash.fi charge card as a payment method in Meta Business Suite or Ads Manager, and assign ad account assets to the Dash.fi partner ID.
Before your Dash.fi card can fund Meta campaigns, you need to add it as a payment method inside Meta's billing settings. You can do this through either Meta Business Suite (recommended for businesses managing multiple accounts) or directly through Ads Manager. Once your card is on file, you can also assign your ad account assets to the Dash.fi Partner ID so the Dash.fi team can support your campaigns.
## Add your card to Meta
Choose the path that matches how you access Meta's billing settings.
Meta Business Suite is the preferred route for businesses because it gives you centralized control over billing across all ad accounts in your portfolio.
Go to [business.facebook.com](https://business.facebook.com/) and sign in with your Meta account.
In the left sidebar, click **All Tools**, then select **Billing**.
On the Billing overview page, click **Payment settings** or **Add payment method**.
Choose **Credit or Debit Card** from the list of available payment options.
Fill in the following fields exactly as they appear on your Dash.fi card:
* **Card Number**
* **Expiration Date**
* **CVV / CVC**
* **Cardholder Name**
Enter the billing address associated with your Dash.fi account:
* Country
* Street Address
* City
* State
* Postal Code
Click **Save**, **Continue**, or **Add Card** (the label varies by account). A confirmation message will appear once your card has been added successfully.
If you prefer to manage billing directly within Ads Manager, follow these steps.
Go to [facebook.com/adsmanager](https://www.facebook.com/adsmanager/) and sign in.
In the left sidebar, click the **All Tools** icon (hamburger menu), then select **Billing**.
On the Billing overview page, click **Payment settings** or **Add payment method**.
Follow steps 4–7 from the Meta Business Suite tab above — select **Credit or Debit Card**, enter your Dash.fi card details and billing address, then save.
***
## Assign ad account assets to Dash.fi
To allow Dash.fi to support your campaigns (including pushing audience exclusions and managing ad delivery), you need to grant the Dash.fi system user access to your ad accounts through Meta Business Manager.
Log in to Meta Business Manager at [business.facebook.com/latest/settings/partners](https://business.facebook.com/latest/settings/partners).
In the **Users** section, click the **Partners** tab.
Click **Add**, then choose **Give a partner access to your assets**.
When prompted, enter the following Partner ID:
```
646884015417961
```
Set the asset type to **Ad Accounts only**. No other asset types are required. Select the specific ad accounts you want to share with Dash.fi.
Under request permissions, select **Manage Ad Accounts**.
Click **Assign Assets** to submit the request. A Dash.fi representative will review and approve the assignment.
After clicking **Assign Assets**, your Dash.fi account manager will confirm access on their end. Reach out to [support@dash.fi](mailto:support@dash.fi) if you don't hear back within one business day.
***
## Why Dash.fi needs Facebook Page access
When Dash.fi pushes audience exclusions to your campaigns, the system user token must have Facebook Page access. Without it, campaign modifications — including exclusion audiences — can fail and your campaigns may pause unexpectedly.
Every Meta ad runs under a Facebook Page identity, so any campaign-level modification requires Page-level access as well. To grant access:
In Business Manager, go to **Business Settings**.
Click **Accounts**, then select **Pages**, and choose the relevant Facebook Page.
Click **Add People**, find the Dash.fi system user, and assign at minimum **Advertiser** access.
Without Facebook Page access for the Dash.fi system user, audience exclusion pushes may fail silently and cause campaigns to pause. Grant at least **Advertiser** access to prevent disruptions.
***
## Troubleshooting: Can't assign assets to Partner ID
If you encounter an error when trying to assign ad account assets to the Dash.fi Partner ID, check the following:
Your Meta Business account email may not be verified. Go to **Business Settings > Business Info** and confirm your email address before retrying.
Some partner assignments require a verified business. Check your verification status under **Business Settings** and complete any outstanding verification steps.
You may not have the required role to manage partners. Check your assigned roles under **Business Settings > People** and confirm you have Admin access.
Ensure the ad accounts you are trying to share and all related assets belong to the same Meta business portfolio. Assets split across different portfolios cannot be assigned together.
In some cases, Meta may restrict partner assignments due to policy flags, ad account limits, or a pending review queue. If none of the above apply, contact [support@dash.fi](mailto:support@dash.fi) and we can assist with next steps.
# Automate Meta Ads invoice payments
Source: https://help.dash.fi/integrations/meta/autopay-meta-invoices
Configure Meta's AutoPay to automatically charge your Dash.fi card when invoices are generated, so your campaigns stay funded without manual payments.
Meta's AutoPay feature automatically charges your chosen payment method whenever a Meta invoice is generated, eliminating the need to log in and process payments manually each billing cycle. By setting your Dash.fi card as the AutoPay method, you keep Meta campaigns funded consistently while earning Dash.fi rewards on every invoice charge.
## Set up AutoPay in Meta
Sign in at [business.facebook.com](https://business.facebook.com/) with the account that manages your ad billing.
Go to **Billing & Payments**, then click **Credit Lines** in the navigation.
In the **Credit Line Details** section, click **Set up AutoPay**.
In the **Set up AutoPay** pop-up, complete the following:
* Select your **payment country** and **currency**
* Under **Payment Method**, choose **Debit or Credit Card**
* Enter your Dash.fi card details (card number, expiration date, and CVV)
Click **Next** to review your settings and confirm. AutoPay will be activated immediately — Meta will automatically charge your Dash.fi card when invoices are generated.
Once active, you can monitor and manage your AutoPay configuration at any time from the **Credit Lines** page in Meta's billing settings.
Your Dash.fi card details — including card number, expiration date, and CVV — are available in the [Dash.fi dashboard](https://app.dash.fi). Make sure the billing address you enter matches the address on your Dash.fi account.
***
## Benefits of using AutoPay with Dash.fi
Setting up AutoPay with your Dash.fi card offers several advantages for advertisers managing Meta campaigns at scale:
* **Convenience** — You no longer need to manually log in and process payments each month. Meta handles invoice collection automatically.
* **Rewards** — Every automated charge to your Dash.fi card earns Dash.fi rewards, so your ad spend works harder for you.
* **Uninterrupted delivery** — AutoPay ensures invoices are paid on time, reducing the risk of campaigns pausing due to a missed payment.
After activating AutoPay, set up a higher billing threshold to consolidate multiple smaller charges into fewer, larger invoices. See the [Billing Threshold](./meta-billing-threshold) guide for instructions.
Make sure your Dash.fi card has sufficient available credit before each billing cycle. If AutoPay charges fail, Meta may pause your campaigns until the invoice is resolved.
# Meta Ads integration
Source: https://help.dash.fi/integrations/meta/index
Fund Meta Ads campaigns on your Dash.fi card — earn rewards on every dollar of ad spend, automate invoice payments, and keep campaigns running through billing thresholds.
Meta Ads is one of the largest recurring spend categories for most Dash.fi customers, so the integration is built to do more than just pay invoices. Running Meta spend through a Dash.fi card earns rewards on every campaign dollar, gives you card-level controls over ad account budgets, and — with AutoPay and a higher billing threshold — keeps campaigns funded without manual invoice work.
## What you get with Meta Ads on Dash.fi
* **Rewards on ad spend** — every Meta invoice charged to your Dash.fi card earns Dash.fi rewards, so campaign budgets do double duty.
* **Uninterrupted campaigns** — set Meta's AutoPay against your Dash.fi card and raise your billing threshold to consolidate charges and reduce the risk of a decline pausing ads.
* **Card-level spend controls** — set daily, monthly, or lifetime limits on the card funding Meta, and freeze or replace it instantly if you need to.
* **Fast issue resolution** — the Meta Pay verification code and the transaction history you need to unblock a failed charge both live directly in the Dash.fi dashboard.
All Meta setup steps use the card details from your Dash.fi dashboard — card number, expiration date, CVV, and billing address. Log in to the [Dash.fi dashboard](https://app.dash.fi) and open the card that will fund Meta before you start.
## Recommended setup order
Work through the guides in this order the first time you connect an ad account:
1. **[Add your card to Meta](/integrations/meta/add-card-to-meta)** — put the Dash.fi card on file in Meta Business Suite or Ads Manager.
2. **[Set up AutoPay](/integrations/meta/autopay-meta-invoices)** — let Meta charge your Dash.fi card automatically as invoices are generated, so campaigns never pause on a missed payment.
3. **[Raise your billing threshold](/integrations/meta/meta-billing-threshold)** — request a higher threshold to consolidate ad spend into fewer, larger charges. Easier to reconcile and less prone to decline-related pauses.
4. **[Troubleshoot payment failures](/integrations/meta/troubleshoot-meta-payments)** — reference this any time a Meta charge fails, doesn't show up in Dash.fi, or Meta asks you for a verification code on a test transaction.
## Guides in this section
Save your Dash.fi card in Meta Business Suite or Ads Manager.
Turn on Meta AutoPay against your Dash.fi card so invoices are charged automatically.
Consolidate ad spend into fewer, larger charges and reduce decline-related pauses.
Diagnose failed charges, find your Meta Pay verification code, and get campaigns running again.
Stuck on setup or seeing a Meta decline you can't explain? Email [support@dash.fi](mailto:support@dash.fi) with the Meta ad account ID and the failure reason shown in Ads Manager, and the team can dig into the Dash.fi side.
# Raise your Meta Ads billing threshold
Source: https://help.dash.fi/integrations/meta/meta-billing-threshold
Request a higher Meta billing threshold to consolidate charges, simplify accounting, and reduce the risk of campaigns pausing from frequent declines.
Meta's billing threshold determines how much ad spend accumulates before Meta charges your payment method. By default, new accounts start with a low threshold, which can result in multiple small charges per day. Requesting a higher threshold consolidates those charges into fewer, larger payments — reducing transaction volume, simplifying accounting, and lowering the risk of campaigns pausing because of a high-frequency decline.
## Benefits of a higher billing threshold
* **Fewer transactions** — Charges are consolidated into fewer, larger payments instead of many small ones throughout the day.
* **Simplified accounting** — Less frequent charges make reconciliation easier and reduce the number of line items in your financial records.
* **Improved ad performance** — Fewer charge attempts mean fewer opportunities for a payment decline to trigger a campaign pause, keeping your ads running uninterrupted.
***
## How to request a higher billing threshold
You need **Admin** or **Editor** access to the ad account to manage billing threshold settings. If you don't see these options, ask your Business Manager admin to adjust your role.
Log in to Meta and navigate to Ads Manager.
Click the **All Tools** icon (hamburger menu), then select **Billing & Payments**.
Click **Payment settings** to view your current billing configuration.
Under **Payment details**, find the current billing threshold amount listed for your account.
Click the **three-dot menu** (⋯) next to the threshold amount, then select **Manage billing threshold**.
Select a new threshold from the available options, or enter a custom amount if the option is available for your account.
Click **Save** to apply the new threshold. The change takes effect on your next billing cycle.
***
## What to expect from Meta
Meta may not approve a large threshold increase immediately. For new ad accounts or accounts requesting a significant increase, Meta typically raises the threshold gradually as you establish a track record of successful payments.
Meta evaluates billing threshold requests based on your account's payment history. If your account is new or you're requesting a substantial increase, Meta may:
* Require a period of consistent, successful payments before approving the change
* Incrementally raise the threshold over time rather than granting the full requested amount in one step
To build your threshold eligibility faster, ensure your Dash.fi card has sufficient available credit and that AutoPay is enabled so payments don't fail. See the [Meta AutoPay](./autopay-meta-invoices) guide for setup instructions.
If your threshold increase request is denied, continue running campaigns normally for a few weeks and try again. A clean payment history is the most effective way to qualify for a higher threshold.
# Troubleshoot Meta Ads payment failures
Source: https://help.dash.fi/integrations/meta/troubleshoot-meta-payments
Why Meta Ads charges sometimes don't appear in Dash.fi, and how to diagnose and resolve payment failures.
Meta Ads payment failures don't always look the same — and where you investigate depends on where the failure happened.
## Why a Meta charge might not appear in Dash.fi
When Meta attempts to charge your card, the request passes through Meta's own payment infrastructure before it reaches Dash.fi. If Meta's system rejects the charge before it's submitted to Dash.fi — for example, when Meta detects a billing threshold breach or an internal risk signal — no transaction attempt reaches Dash.fi at all.
In these cases, you won't see a declined charge in your Dash.fi transaction history. The failure only appears in Meta Ads Manager.
**Check Meta Ads Manager first.** Go to **Billing** → **Transaction history** in Ads Manager to see payment attempts, failure reasons, and any billing holds.
**Seeing Meta declines that don't show up in Dash.fi? Replace the card.** When Meta rejects charges internally — often because the saved card number has been flagged on their side — the fastest fix is to [replace the card](/cards/manage-cards#replace-a-card) in Dash.fi and update Meta with the new number, expiry, and CVC. Replace keeps the same name, limit, spending controls, cardholder, and team, and issues a fresh card number immediately without going through card approval. Then update the payment method in Meta Ads Manager.
## Common causes and fixes
### Billing threshold reached
Meta consolidates charges and bills you when spend reaches a threshold amount. If the threshold is higher than your card's spend limit, the charge will fail.
**Fix:** Either raise your card's spend limit in Dash.fi, or lower your Meta billing threshold. See [Raise your Meta Ads billing threshold](/integrations/meta/meta-billing-threshold) for steps.
### Card spend limit reached
Your Dash.fi card's daily, monthly, or lifetime limit was reached before Meta's charge attempt.
**Fix:** Open the card in Dash.fi and increase the limit — or create a new card with a higher limit and add it to Meta. See [Add your Dash.fi card to Meta Ads](/integrations/meta/add-card-to-meta).
### Card is frozen or archived
A frozen or archived card will decline all new charges. Dash.fi may automatically freeze a card in some circumstances, or you may have frozen it manually.
**Fix:** Check the card status in your Dash.fi dashboard. If it's frozen, open the card detail sheet and click **Unfreeze**. If it's archived, you'll need to add a new card to Meta.
### Card details mismatch
If the billing name or address in Meta doesn't match your Dash.fi account details, Meta's or Dash.fi's verification can reject the charge.
**Fix:** In Meta Ads Manager, check the billing details on your payment method. Compare them against your exact billing address in Dash.fi at **Settings → Business**. Update Meta's record if there's a discrepancy.
### Expired card
Virtual cards have expiry dates. An expired card will be declined.
**Fix:** [Replace the card](/cards/manage-cards#replace-a-card) in Dash.fi to issue a new number, expiry, and CVC while keeping the card's existing settings, then update the payment method in Meta Ads Manager.
## Find your Meta verification code for test transactions
When Meta runs a small test transaction to verify your card (typically \$1.00), they generate a unique 4-character code that you may need to provide to Meta to confirm the charge and reactivate your account.
You can find this code directly in the Dash.fi app:
1. Log in to [app.dash.fi](https://app.dash.fi) and open the **Transactions** page.
2. Filter by **Pending** and look for the most recent **Meta Pay** transaction (usually \$1.00) on the card you added to Meta.
3. Open the transaction to view its details.
4. In the **Descriptor** field, you'll see something like `Purchase at METAPAY*43Z3`. The 4 characters after `METAPAY*` (in this example, `43Z3`) are your verification code.
5. Enter that code in Meta to confirm the test transaction.
If the Meta Pay transaction isn't visible yet, wait a minute and refresh — pending authorizations usually appear in Dash.fi within seconds of Meta initiating them.
## If none of the above resolves it
Contact [support@dash.fi](mailto:support@dash.fi) with:
* The Meta ad account ID
* The date and approximate amount of the failed charge
* The failure reason shown in Meta Ads Manager (if available)
The team can investigate whether there's an account-level issue on the Dash.fi side.
Set up Meta AutoPay to reduce the frequency of large consolidated charges. Smaller, more frequent billing can help avoid threshold-related failures. See [Automate Meta Ads invoice payments](/integrations/meta/autopay-meta-invoices).
# Shipping Agent dashboard tour
Source: https://help.dash.fi/integrations/shipping/dashboard
Walk through the Shipping Agent dashboard in app.dash.fi — how to upload invoices, what each tab shows, and which features are still rolling out.
The Shipping Agent lives under **Agents → Shipping** in [app.dash.fi](https://app.dash.fi). This page walks through the layout, how to submit invoices yourself, and what each tab shows.
## Prerequisites
The Shipping Agent is gated on a product entitlement. If **Shipping** doesn't appear in your Agents list, contact [support@dash.fi](mailto:support@dash.fi) or your Account Executive to have it enabled for your account.
## Layout
The Shipping Agent uses a second sidebar with three groups:
* **Overview** — high-level KPIs and monthly spend trend.
* **Analytics** — Spend Insights and Volume & Growth.
* **Audits** — Billing, Scenario Analysis, and Late Shipments.
The top bar shows the current audit status ("Audited", "Analyzing", or "No invoices yet") and a **Configure** button for uploading files and managing integrations.
Tabs under Analytics and Audits stay locked until at least one invoice has been audited. Once an audit completes, they unlock automatically.
## Upload invoices and contracts
Uploading is self-serve. Click **Configure** in the top bar to open the Configure modal, which has three sections:
Upload UPS or FedEx invoices as `.xlsx` files. Each carrier's invoice export from the carrier portal works directly — no reformatting required.
The section lists past uploads with their parse status. Larger invoices (40+ MB) are supported; the file uploads directly to secure storage, and Dash.fi validates it server-side.
Upload your UPS carrier agreement as a `.pdf`. Uploading a contract adds a compliance audit to the Billing view — Dash.fi compares your invoiced rates to the agreement and flags surcharge or rate deviations.
Contracts are optional. Invoice-only audits still surface billing errors and benchmark opportunities, but won't include contract compliance findings.
Connects the UPS live API for delivery-time tracking and Guaranteed Service Refund (GSR) claim detection.
Click **Connect UPS API** to start the OAuth flow. UPS prompts you to sign in and authorize Dash.fi to read your shipment tracking data. When you return to the dashboard, the section shows the connected UPS account and a **Disconnect** button. Reconnecting later replaces the existing connection.
The connection is required for the Late Shipments tab. Nothing else in the dashboard changes when you connect or disconnect.
### How the upload runs
Uploads run in the background, so you can close the Configure modal or navigate between tabs while they finish:
1. The file uploads directly to secure storage with a real progress bar.
2. Dash.fi parses the file — invoices become line-item data, contracts become structured rate cards.
3. An audit runs against the parsed data.
4. When the audit finishes, the dashboard and top-bar status update automatically.
A progress pill stays visible while parsing and analysis run, so you always know when a fresh audit is on the way. Parsing can take a few minutes for large invoices; you don't need to wait on the modal.
## Tabs
### Overview
Landing view for the agent. Shows total audited spend, package count, average cost per package, and a month-over-month spend trend. Use it as the starting point after every new upload.
### Spend Insights (Analytics)
Breaks spend down by service (Ground, Air, International, etc.), zone, weight bucket, and residential vs. commercial. The service donut collapses long tails into "Other" so the top five services stand out. Hovering a slice highlights the matching legend row.
### Volume & Growth (Analytics)
Shipment counts over time, monthly growth, and volume distribution. Pair with Spend Insights to see whether cost changes are driven by volume or by rate.
### Billing (Audits)
Actionable output of the audit. The tab is split into two sections:
* **Invoice compliance** — ranked billing errors and surcharge overcharges pulled from your invoices. Each opportunity shows an annualized dollar impact and a **High / Medium / Low** severity badge (High at ≥ $25,000/yr, Medium at ≥ $5,000/yr, Low below). A **Recovery potential** KPI at the top sums the ranked opportunities.
* **Contract compliance** — only appears when a UPS carrier agreement has been uploaded through **Configure → Contract**. Dash.fi compares your billed rates to the contract and lists each deviation with a **High / Medium / Low** severity badge, monthly and annual cost, and a plain-language description. If nothing violates the contract for the period, the section shows a compliant empty state. When violations exist, a **Recovery potential** KPI sums their annualized cost.
To trigger the contract compliance audit, upload your UPS agreement as a `.pdf` under **Configure → Contract**. The section appears on the next completed audit; without an uploaded contract it stays hidden.
### Scenario Analysis (Audits)
Benchmark rate comparison ranked by dollar opportunity. Shows what your spend would look like at negotiated rates — the same data Dash.fi uses when negotiating on your behalf.
### Late Shipments (Audits)
Guaranteed Service Refund (GSR) claim worklist for UPS. Requires the UPS API connection under **Configure → UPS API**.
Before you connect, the tab shows a **Connect UPS API** prompt that opens the Configure modal. Once connected, it becomes a paginated worklist of late UPS deliveries with:
* Status filter tabs — **All**, **Eligible**, **Expired**, **Not eligible**, **Exported**, **Error** — each showing a count.
* Tracking-number search.
* **Export eligible** button that downloads the currently eligible claims as a CSV you can file in the UPS Billing Center. Claims move to **Exported** once downloaded.
## Alternatives to self-serve upload
If you'd rather not upload invoices yourself, email them to [support@dash.fi](mailto:support@dash.fi) or send them to your Account Executive. The audit data ends up in the same dashboard either way.
# FedEx payment setup and invoice download
Source: https://help.dash.fi/integrations/shipping/fedex
Add your Dash.fi card as the default payment method in FedEx Billing Online and download invoices for Shipping Audit Recovery coverage.
To enable Dash.fi's Shipping Audit Recovery for your FedEx account, you need to add your Dash.fi card as a payment method in FedEx Billing Online and set it as your default. Once your Dash.fi card is on file, all FedEx charges will flow through Dash.fi automatically, enabling ongoing audit coverage for your shipping spend.
You'll need your **FedEx Billing Online** credentials (your fedex.com User ID) to complete these steps. If you don't have a FedEx Billing Online account, register at [fedex.com](https://www.fedex.com) before proceeding.
***
## Update your payment method
Go to [fedex.com](https://www.fedex.com) and sign in using your FedEx Billing Online User ID and password.
After logging in, go to **My Profile** and select **Account Management**.
Select the option to **Add new credit card**, or click on an existing payment method to update it. Enter your Dash.fi card details.
Once your Dash.fi card is saved, designate it as the **default payment method** for your FedEx account.
Review the payment details to make sure everything looks correct, then save your changes.
If you manage multiple FedEx account numbers, repeat these steps for each account to ensure all shipping charges are covered by Dash.fi's audit service.
***
## Download a FedEx invoice
There may be times when your Dash.fi account team requests a specific FedEx invoice for the audit process. Here's how to download one from FedEx Billing Online.
Sign in at [fedex.com](https://www.fedex.com) using your Billing Online credentials.
From the main screen, go to **View Invoices** (or a similarly named section in your account).
Browse or search for the specific invoice you need to download.
Click on the invoice to open the detail view.
Select the **download** or **export** option on the invoice detail screen.
Save the PDF or file to your computer, then share it with your Dash.fi account team.
FedEx invoices are typically available for a limited window in Billing Online. If you need an older invoice that's no longer accessible online, contact FedEx customer support directly to request a copy.
***
## Need help?
If you have questions about setting up FedEx with Dash.fi or about the Shipping Audit Recovery process, contact the Dash.fi support team at [support@dash.fi](mailto:support@dash.fi).
# Shipping audit
Source: https://help.dash.fi/integrations/shipping/index
Audit your UPS and FedEx spend, identify overcharges, and unlock carrier contract negotiation services.
Dash.fi's Shipping Agent audits your UPS and FedEx invoices to show you where your money is going and what you could be saving. The audit is free — no card required to get started. Moving your shipping spend to the Dash.fi Shipping Card unlocks automatic recovery and carrier contract negotiation services.
## What the audit covers
Upload one or more months of UPS or FedEx invoices and Dash.fi produces a full analysis across the Shipping Agent dashboard. See [Dashboard tour](/integrations/shipping/dashboard) for a walkthrough of each view.
| Tab | What you see |
| ------------------------------- | ----------------------------------------------------------------------------------------------- |
| **Overview** | High-level KPIs — total spend, package count, average cost per package, and monthly spend trend |
| **Spend Insights** (Analytics) | Where your money goes — spend by service, zone, weight, and residential vs. commercial |
| **Volume & Growth** (Analytics) | Shipment volume, growth trends, and month-over-month change |
| **Billing** (Audits) | Ranked list of billing errors and surcharge overcharges with estimated dollar impact |
| **Scenario Analysis** (Audits) | Benchmark rate comparison ranked by dollar opportunity — model negotiation levers |
| **Late Shipments** (Audits) | Guaranteed Service Refund (GSR) claim worklist for UPS. Requires the UPS API connection |
## What the Shipping Card adds
The free audit gives you the analysis. The Dash.fi Shipping Card unlocks two additional services:
* **Automatic overcharge recovery** — Dash.fi monitors your invoices continuously and files claims with UPS and FedEx on your behalf for billing errors, late delivery credits, and duplicate charges. Recovered credits post to your account automatically.
* **Contract negotiation** — Dash.fi uses your audit data to negotiate rates with UPS and FedEx directly. Typical savings are 5–7% of monitored shipping spend.
Both services are included at no extra cost when shipping spend flows through the Dash.fi card.
## Supported carriers
UPS and FedEx are fully supported. USPS, DHL, and Amazon Shipping are on the roadmap.
## Get started
The Shipping Agent is available to accounts with the product enabled. If you don't see it in [app.dash.fi](https://app.dash.fi) under **Agents**, contact [support@dash.fi](mailto:support@dash.fi) or your Account Executive to get it turned on.
Once enabled, there are two ways to submit invoices for audit:
Open the Shipping Agent in [app.dash.fi](https://app.dash.fi), click **Configure** in the top bar, and upload your UPS or FedEx invoices (`.xlsx`). Optionally, upload your UPS carrier agreement (`.pdf`). The audit runs in the background and the dashboard updates when it completes.
See [Dashboard tour → Upload invoices and contracts](/integrations/shipping/dashboard#upload-invoices-and-contracts) for the full flow.
If you'd prefer, email your invoices to [support@dash.fi](mailto:support@dash.fi) or send them to your Account Executive and they'll load the data for you.
One month of invoice data is enough to populate the Overview, Spend Insights, and Billing views. More months improve Volume & Growth trends and Scenario Analysis benchmarks.
**To activate automatic recovery:**
Update the payment method on your carrier account to your Dash.fi card. See the setup guides for each carrier:
* [UPS setup](/integrations/shipping/ups)
* [FedEx setup](/integrations/shipping/fedex)
If you have multiple UPS or FedEx account numbers, update the payment method on each one separately.
# UPS payment setup and Billing Center
Source: https://help.dash.fi/integrations/shipping/ups
Add your Dash.fi card in the UPS Billing Center, connect the UPS API for Guaranteed Service Refund claim detection, and activate Shipping Audit Recovery for your account.
To get the full Shipping Agent experience with UPS you connect two things:
1. Your Dash.fi card as a payment method in the UPS Billing Center — routes UPS charges through Dash.fi for invoice-level auditing.
2. The UPS live API — enables Guaranteed Service Refund (GSR) claim detection on the **Late Shipments** tab.
Both are self-serve. The card setup is covered below; the UPS API connection is set up from **Agents → Shipping → Configure → UPS API** in [app.dash.fi](https://app.dash.fi) — see [Connect the UPS API](#connect-the-ups-api) at the bottom of this page.
UPS refers to all payment methods — including credit cards — through the **Add Bank Account** workflow in the Billing Center. Don't let the label confuse you; this is the correct path for adding a credit card.
***
## Update your payment method
Go to [ups.com](https://www.ups.com) and sign in to your account.
From the **My Profile** menu, select **View and Pay Bill**.
In the **Tools and Resources** menu, select **UPS Billing Center** to enter the billing management portal.
Inside the Billing Center, navigate to the **Payment Accounts** tab.
Click **Add Bank Account**. When prompted to choose a payment type, select the **credit card** option and enter your Dash.fi card details.
To make Dash.fi the automatic payment method for all future invoices, go to the **Manage Automatic Payments** screen and set your Dash.fi card as the default.
Setting Dash.fi as the default payment method ensures that all UPS invoices are paid automatically and captured in Dash.fi's audit workflow — no manual payment selection required.
***
## Pay a specific invoice with your Dash.fi card
If you want to pay a particular invoice with your Dash.fi card rather than updating your default payment method, you have two options:
Navigate to the **UPS Billing Center** and locate the invoice you want to pay.
Click on the invoice to open the payment screen.
Select the **credit card** payment option and choose your Dash.fi card from your saved payment methods (or enter your card details if it hasn't been saved yet).
UPS also allows you to pay an invoice without signing in to a full account. On the UPS website, look for the guest payment option and enter your **invoice information** along with your **Dash.fi card details** to complete the payment.
If you manage multiple UPS account numbers, make sure you add and configure your Dash.fi card under each account separately. Audit Recovery only applies to accounts where Dash.fi is the active payment method.
***
## Connect the UPS API
The UPS API connection powers Guaranteed Service Refund (GSR) claim detection. When enabled, the Shipping Agent pulls delivery-time data for your UPS shipments, flags packages that arrived late enough to qualify for a refund, and populates the **Late Shipments** worklist.
Use this if you ship with UPS and want Dash.fi to detect refund-eligible late deliveries automatically. Invoice and contract audits work without it — the API connection specifically unlocks Late Shipments.
In [app.dash.fi](https://app.dash.fi), go to **Agents → Shipping** and click **Configure** in the top bar.
In the Configure modal's left nav, choose **UPS API**.
Click **Connect UPS API**. Dash.fi redirects you to UPS to sign in and authorize access to your shipment tracking data.
UPS returns you to the Shipping dashboard. The UPS API section now shows your connected UPS account, and the **Late Shipments** tab switches from the connect prompt to the GSR claims worklist.
To remove the connection, return to **Configure → UPS API** and click **Disconnect**. The Late Shipments tab reverts to the **Connect UPS API** prompt, and new claims stop being detected until you reconnect.
The UPS API connection is independent from the payment-method setup above. You can connect either one first — but you'll get the most out of the Shipping Agent by doing both.
***
## Need help?
If you have questions about connecting your UPS account to Dash.fi or about the Shipping Audit Recovery service, reach out to the Dash.fi support team at [support@dash.fi](mailto:support@dash.fi).
# Approvals on mobile
Source: https://help.dash.fi/mobile/approvals
Review card requests, expense submissions, and bill payments awaiting approval from the Inbox tab in the Dash.fi iOS and Android mobile app.
The **Inbox** tab collects notifications for approval requests that need your attention. Approvers can action requests directly from the app without opening the web dashboard.
## Inbox notifications
Notifications are grouped into **Today** and **Earlier**. Unread notifications are highlighted with a dot and bold text.
The inbox receives notifications for:
| Type | Description |
| ---------------------- | ------------------------------------------------------ |
| **Card request** | A team member has requested a new card |
| **Expense submission** | A team member has submitted an expense for review |
| **Bill payment** | A bill payment is awaiting approval |
| **Vendor changes** | A vendor or payment method has been created or updated |
Tapping a notification that still needs a decision opens the approval modal.
## Approving or denying a request
When you tap an actionable notification, a modal appears showing the request details and the available actions. Tap **Approve** or **Deny** to action the request. The modal closes automatically after your decision.
If the request has already been actioned by another approver, the modal shows the current status and can be dismissed.
## Previewing attachments
If the request has a receipt or other attachment, it appears as a tappable preview in the approval modal. Tap it to review before deciding:
* Images open in a full-screen pinch-to-zoom viewer.
* PDFs open in the in-app browser.
* Other file types open via your device's default handler.
## After approval
* **Card approved** — the inbox notification links directly to the card in the Cards tab
* **Expense approved** — the inbox notification links to the transaction in the Activity tab, with the expense sheet pre-opened
## Inbox management
* **Mark all read** — marks all notifications as read without opening them
* **Clear** — archives all notifications so they no longer appear
Both actions are available in the top-right corner of the inbox.
The inbox shows requests where you are a designated approver. Approval policies are configured from the web dashboard — see [Approval workflows](/spend-management/approval-workflows).
# Cards on mobile
Source: https://help.dash.fi/mobile/cards
View cards, reveal card details, freeze or unfreeze, and request a new card from the Dash.fi iOS and Android mobile app.
The **Cards** tab shows all your active and frozen cards in a horizontal carousel. Swipe left or right to move between cards.
## Viewing your card
Each card displays the card name, last four digits, and embossed name. The home screen shows your primary card with a live gyroscope tilt effect.
### Available balance
Below the card on the home screen, the **Available** balance reflects how much remaining spend is available based on the card's spend limit for the current period.
## Reveal card details
To view the details you need at checkout:
1. Open the **Cards** tab.
2. Swipe to the card you want.
3. Tap the card to open the card details sheet.
The sheet shows:
* **Card number**, **Expires**, and **CVV** — masked with placeholders until you tap **Reveal**. They **automatically hide after 60 seconds** for security. Tap **Hide details** to hide them early.
* **Cardholder** — the embossed name on the card.
* **Billing address** — the address to enter at checkout. This is the cardholder's own address, and falls back to the company address when the cardholder has none on file.
Tap the card number or any part of the billing address to copy it to the clipboard.
Prefer the classic reveal? **Double-tap** the card to flip it and see the PAN, CVV, and expiry on the reverse. The same 60-second auto-hide applies.
## Freeze and unfreeze a card
From the **Home** tab:
* Tap **Freeze card** to immediately block new charges
* Tap **Unfreeze card** to restore it
Freezing is instant and reversible. A frozen card still appears in your carousel with a visual indicator.
## Request a card
Tap **Request card** from the home screen quick actions, or swipe to the end of the card carousel and tap the **+** placeholder.
### Pick a card type
The first step is a **What's this card for?** picker that lists card templates. Each template pre-fills spend controls on the resulting card, so you don't have to configure categories yourself. Templates are grouped into **Most popular** and **Other types**, and each option shows an icon, a title, and a short description of what it's for.
Common templates:
* **General Expenses** — multi-category spending, excluding advertising and shipping.
* **Advertising** — online ad platforms like Facebook, Google, Amazon, and Microsoft Ads.
* **Shipping** — shipping and delivery services like UPS and FedEx.
* **Software / SaaS** — software subscriptions and SaaS platforms.
* **Plastiq / Melio** — payments through Plastiq or Melio.
* **Apple Wallet / Google Wallet** — multi-category spending used through a mobile wallet.
* **Travel & Entertainment** — airlines, lodging, meals, gas, and car rentals.
* **Meals & Expenses** — restaurants and groceries.
* **Gas & Auto** — fuel, automotive services, and parking.
* **Office Maintenance & Supplies** — office supplies, maintenance, and utilities.
* **Professional Services** — contractors, consulting, legal, and agency services.
* **PayPal** — payments through PayPal.
Pick the closest match. If you choose **General Expenses**, the app asks whether the card will actually be used for advertising or shipping and offers those templates as alternatives, since they get dedicated card profiles.
If none of the templates fit, tap **Skip and set up manually** to jump straight to the request form. A card requested this way has no category restrictions applied by the template.
### Fill in the request
After picking a template (or skipping), the request form opens with a summary of the selected type at the top. Tap **Change** on the summary to go back to the picker and pick a different template, or **Choose** if you skipped and want to add one now.
Fill in the card name, choose recurring or single-use, and set the limit and renewal frequency. What you've already typed is kept if you go back to change the template.
Depending on your company's policy, the request is either auto-approved and the card is issued immediately, or it's sent to an approver. You'll receive an inbox notification when the decision is made.
The template only pre-fills spend controls at request time. Cardholders and approvers can still adjust limits and categories on the card afterwards from the web dashboard. See [Create cards](/cards/create-cards) for details.
# Expenses on mobile
Source: https://help.dash.fi/mobile/expenses
Attach a memo, spend category, and receipt to a card transaction and submit it for approval from the Dash.fi iOS and Android mobile app.
The expense sheet lets you annotate a card transaction with a memo, spend category, and receipt, then submit it for approval — all from your phone.
## Opening the expense sheet
In the **Activity** tab, tap any non-declined transaction. The expense sheet slides up from the bottom.
You can also tap **Add receipt** on the home screen to jump straight into the [receipt inbox](/mobile/receipts) for scan and match.
## Filling in the expense
**Memo** — a free-text description of what the transaction was for. Type directly into the memo field.
**Spend category** — select a category from the list. The app suggests up to three options:
* An **AI suggestion** (marked with a sparkle icon) based on the merchant and transaction context
* Up to two additional suggestions based on your account's category history
You can select any category from the full list if none of the suggestions fit.
Both fields save automatically as you type — no save button needed.
## Attaching a receipt
Tap one of the three source buttons to upload a receipt:
| Source | Description |
| ---------- | ------------------------------------- |
| **Camera** | Take a photo directly in the app |
| **Photos** | Pick an image from your photo library |
| **PDF** | Select a PDF from your files |
Accepted formats: JPG, PNG, PDF. Maximum file size: 10MB.
Once attached, the receipt appears as a tappable preview in the sheet. To replace it, tap a source button again.
## Viewing an attached receipt
Tap the receipt preview in the expense sheet to open it in the app:
* **Images** (JPG, PNG) open in a full-screen viewer. Pinch to zoom and drag to pan. Tap **✕** to close.
* **PDFs** open in the in-app browser.
* **Other file types** hand off to your device to download or open in another app.
The app refreshes the download link each time you tap, so receipts always open even if you've left the expense sheet open for a while.
## Submitting
Once you've filled in the required fields (your company policy determines which are mandatory — memo, category, receipt, or a combination), tap **Submit**.
The expense can be:
* **Auto-approved** — immediately moves to Approved if your policy allows it
* **Sent for approval** — an approver is notified and must review it
If the expense is **returned**, you'll see a banner explaining what to update. Make the changes and resubmit.
## Expense statuses
| Status | Meaning |
| --------- | ----------------------------------------------- |
| Draft | Started but not yet submitted |
| Submitted | Sent for approval |
| Approved | Approved |
| Returned | Sent back for changes — resubmit after updating |
If your organisation hasn't enabled the Expenses product, the expense sheet will show a locked state. Ask your admin to enable it from the web dashboard.
# Dash.fi mobile app
Source: https://help.dash.fi/mobile/index
The Dash.fi iPhone and Android mobile app for card management, transaction review, expense submission, and approvals — a companion to the web dashboard.
The Dash.fi mobile app gives you card and spend management on the go. It's a companion to the web dashboard — covering the day-to-day actions that need to happen quickly, away from a desk.
## What you can do
| Feature | Description |
| ---------------- | --------------------------------------------------------------------------------------------- |
| **Cards** | View your cards, reveal card details, freeze or unfreeze, request a new card |
| **Transactions** | Browse your full transaction history, filtered by card or status |
| **Expenses** | Attach a memo, category, and receipt to any transaction and submit for approval |
| **Receipts** | Upload receipts from your phone and let Dash.fi match them to card transactions automatically |
| **Approvals** | Receive notifications and approve or deny card requests and expense submissions |
## Availability
The app is available on iPhone and Android. Search for **Dash.fi** in the App Store or Google Play.
The iOS app is iPhone-only and doesn't support iPad. If you used the app on an iPad, switch to an iPhone or use the [web dashboard](https://app.dash.fi).
## Updates
The app uses over-the-air updates, so most improvements and fixes reach you without a trip to the App Store or Google Play.
* When an update is ready, a banner appears at the bottom of the screen with **Restart** and a dismiss button. Tap **Restart** to apply it now, or dismiss to keep using the current version. The update applies the next time you fully close and reopen the app.
* To check which version you're on, open **Help** from the menu. The **Update** row shows the current over-the-air revision, or **Embedded** if you're running the version that shipped with the installed build.
* Larger changes that require a new native build still come through the App Store or Google Play.
## Sign in
The app supports the same sign-in methods as the web dashboard — Google, Microsoft, email link, or password. See [Sign in](/mobile/sign-in) for the full flow including biometric lock.
## Related
* [Cards](/cards) — creating and managing cards from the web dashboard
* [Spend Management](/spend-management) — approval workflows and expense management configuration
# Receipts on mobile
Source: https://help.dash.fi/mobile/receipts
Upload receipts on the go, let Dash.fi match them to card transactions automatically, and review anything that needs your attention — from the Dash.fi iOS and Android mobile app.
The **Receipts** tab is a dedicated inbox for the receipts on your account. Add a receipt from anywhere in the app and Dash.fi reads it, matches it to a card transaction, and files it against the resulting expense.
Receipts are part of the Expenses product. Your organisation must have Expenses enabled to use the Receipts tab.
## When to use it
Use the Receipts tab when you want to work receipt-first rather than transaction-first:
* Snap or upload a receipt as soon as you get it — you don't need to wait for the card transaction to appear.
* Review anything the AI matcher wasn't sure about, in one place.
* Confirm receipts the AI matched automatically before they're submitted.
To attach a receipt to a specific transaction you already know about, the transaction-first flow in [Expenses](/mobile/expenses) is still available.
## The gallery
The gallery shows receipts in two columns. Each card shows:
* A thumbnail of the receipt (or a scanning placeholder while OCR is still running)
* The merchant name from the parsed receipt
* The amount and currency
* A status tag (see [Receipt statuses](#receipt-statuses))
Pull down to refresh. Scroll to the bottom to load more — the list pages in as you go.
Tap a card to open its receipt sheet. If OCR is still running, the sheet opens on the scanning stage; otherwise it opens on the review or detail view for that receipt.
### Filters
Three filters sit above the gallery:
| Filter | Shows |
| ------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| **All** | Every receipt, grouped by upload week (**Uploaded This Week**, **Uploaded Last Week**, **Uploaded Earlier**) |
| **Unmatched** | Receipts that need your attention, grouped by state — **Error**, **Review Matches**, **Unmatched**, **Scanning** |
| **Matched** | Successful matches, split into **AI Matched** (auto-linked with high confidence) and **Confirmed** (you confirmed the match) |
The tab opens on **Unmatched** by default so anything that needs a human decision is one tap away.
## Adding a receipt
Tap the **+** button at the bottom-right of the Receipts tab, or tap **Add receipt** on the home screen. The receipt inbox sheet slides up with three source options:
| Source | Description |
| ------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Take photo** | Capture the receipt with the camera |
| **Choose file** | Pick an image or PDF from your device |
| **Email a receipt** | Forward a receipt from any email client to your personal receipt inbox address (see [Forwarding a receipt by email](#forwarding-a-receipt-by-email)) |
Accepted formats: JPG, PNG, PDF. Maximum file size: 10 MB per file. **Photos** and **Files** support multi-select — pick up to 10 receipts in one go. If you pick more than 10, Dash.fi uploads the first 10 and shows an alert naming the files that were skipped.
### One receipt
The sheet uploads the file, then steps through the pipeline in the header — **Merchant → Amount → Date → Matching transaction** — as OCR runs and the matcher looks for a card transaction to attach it to.
Once processing finishes, the sheet lands on one of these outcomes:
* **AI matched** — Dash.fi linked the receipt to a card transaction with high confidence. You can confirm the match, unmatch it, or submit the expense straight away.
* **Review match** — the matcher found candidate transactions but isn't confident. Pick the right one from the list, or tap **Other candidates** to see more.
* **Automatic matching failed** — no transaction matched. Search for the right one with **Find transaction**, merge into an existing expense, or keep the receipt on file for later.
* **Couldn't read this receipt** — OCR couldn't parse the file. Try a clearer photo or a different format.
If a target transaction already has a receipt attached, Dash.fi tells you and offers to merge the new receipt into the existing expense instead of creating a duplicate.
## Forwarding a receipt by email
Every user has a personal receipt inbox address. Forward a receipt to it from any email client and Dash.fi imports each attachment as its own receipt on your account. Attachments then run through the same OCR and transaction matcher used for camera uploads. Use this when the receipt already lives in your email — airline itineraries, ride-share confirmations, SaaS invoices, or anything a vendor sends direct to your inbox.
### Get your inbox address
1. On the **Receipts** tab, tap the **+** button (or **Add receipt** on the home screen).
2. Tap **Email a receipt** at the bottom of the source picker.
3. Dash.fi provisions your personal address the first time you open this screen — it's shown in the format `@receipts.dash.fi` and is frozen for the life of your account, so it's safe to save as a contact.
4. Tap the copy button to put the address on your clipboard.
The receipt inbox address is personal — every user has their own. Emails you forward only import onto your own account, and other users on your organization can't see them.
### Forward from any email client
1. Open the receipt in your normal email client.
2. Forward it to your receipt inbox address. Include any attachments — Dash.fi processes attachments, not the message body.
3. Send from the same email address you use to sign in to Dash.fi. Forwards from other addresses are rejected (see [Who can send](#who-can-send)).
Refresh the Receipts tab after forwarding. Each imported attachment appears as its own receipt in **Unmatched → Scanning**, then moves through the same match pipeline as camera uploads.
### Who can send
Dash.fi only accepts forwarded mail from **you** — the address you sign in with. Each inbound email is checked, in order:
1. **Spam and virus verdicts** — mail SES flags as spam or carrying a virus is rejected.
2. **SPF authentication** — the envelope sender must pass SPF. Some client-side forwards rewrite the envelope in ways that break SPF; if that happens, use **Take photo** or **Choose file** instead.
3. **Sender domain** — the sender's domain must match one of your organization's user domains.
4. **Sender identity** — the envelope sender must resolve to your Dash.fi user. Forwards from a teammate's mailbox land on their receipts, not yours.
Receipts imported this way are locked to you as the creator — only you can see them in your Receipts tab, and the resulting expense is submitted from your account when you're ready.
### Supported attachments
Dash.fi sniffs the attachment bytes rather than trusting the file extension, so renaming a file won't change how it's processed.
| Status | What it means |
| --------------- | ------------------------------------------------------------------------------------------------------ |
| **Supported** | PDF, JPEG, PNG, and WebP attachments — each becomes its own receipt. |
| **Unsupported** | Other file types (Word docs, spreadsheets, ZIP archives, unsupported image formats, etc.) are skipped. |
| **Unreadable** | The attachment couldn't be decoded — for example, a corrupt PDF. |
| **Oversized** | The attachment exceeds the per-attachment size cap and is skipped. |
Inline signature images (CID-referenced HTML assets) are ignored. There's a per-email cap on the number of attachments processed; anything beyond that is skipped. If an email arrives with **no** supported attachment at all, the whole email is rejected and no receipt is created.
### Email statuses and outcomes
Every email that reaches your address is recorded so you can trace what happened to a receipt you forwarded.
| Email status | Meaning |
| ------------- | ------------------------------------------------------------------------------------------------------- |
| **Received** | Dash.fi is still processing the email. |
| **Processed** | The email was accepted and at least one attachment was imported. |
| **Rejected** | The email failed a guardrail check; see the rejection reason below. |
| **Failed** | Processing errored unexpectedly. Reach out to [support@dash.fi](mailto:support@dash.fi) if it persists. |
Rejection reasons Dash.fi records:
| Reason | What happened |
| -------------------- | ------------------------------------------------------------------------------------------------------------ |
| `unknownSlug` | The address the email was sent to doesn't match a provisioned inbox. |
| `domainMismatch` | The sender's domain isn't one of your organization's user domains. |
| `authFail` | The envelope sender failed SPF authentication. |
| `spam` | SES flagged the email as spam or carrying a virus. |
| `unknownSender` | The domain matches, but the sending address isn't a Dash.fi user. Forward from the mailbox you sign in with. |
| `volumeExceeded` | The address received too many emails in a short window. |
| `noUsableAttachment` | The email had no supported, readable attachment. |
Per-attachment outcomes on an accepted email:
| Outcome | Meaning |
| -------------- | ------------------------------------------------------------------------------------------------------------------ |
| **Importing** | The attachment is being uploaded as a receipt. |
| **Imported** | A receipt was created. It appears in your Receipts tab and enters OCR + matching. |
| **Skipped** | The attachment was unsupported, unreadable, or oversized — see the skip reason. |
| **Duplicated** | The same file content already exists as one of your live receipts; the row links to it instead of creating a copy. |
| **Released** | The receipt this attachment became was deleted. The same content can be re-imported on the next forward. |
| **Failed** | Import errored unexpectedly. |
### Several receipts at once
When you pick more than one file, the sheet switches to a batch view.
**Upload phase.** The header reads **Uploading receipts** with an **Uploaded X of Y** progress bar. Dash.fi uploads up to three files in parallel and adds each one to the list below as its bytes land.
**Scan phase.** Once all uploads finish, the header switches to **Scanning receipts** and each receipt gets its own row. The row is named after the file until OCR reads a merchant off the receipt, at which point the merchant replaces the filename. Each row shows one of three states:
| State | Meaning |
| ----------- | ----------------------------------------------------------------- |
| **Spinner** | OCR is still reading the receipt, or the matcher is still working |
| **Check** | The receipt was scanned and the matcher reached a verdict |
| **Red ✕** | OCR couldn't read the file, or the matcher errored |
Rows resolve independently, so faster receipts tick over to a check while slower ones keep spinning. If a file fails to upload — too large, wrong format, or past the 10-receipt cap — the batch carries on without it and an alert above the list names the files that were dropped and why.
**Summary.** When every row has settled, the sheet lands on a **Scanned N receipts** summary with a line per outcome:
* **N matched automatically** — the matcher linked these to a card transaction on its own.
* **N need confirmation** — the matcher found candidates but wants you to pick one.
* **N without a match** — no candidate transaction matched.
* **N still processing** — the scan deadline passed before the pipeline finished. These keep working in the background and appear in the gallery once they resolve.
* **Couldn't read \** — OCR or matching failed on these files.
Tap **Review receipts** to close the sheet and return to the gallery, where each receipt is now a card you can open individually to confirm the match, pick a candidate, or find a transaction.
Prefer the desktop for large stacks? The web app's [Receipt inbox](/expense-management/receipt-inbox#multi-file-upload) accepts drag-and-drop and multi-select with the same per-row progress and summary behaviour.
## Viewing and downloading a receipt file
You can open the underlying receipt file — image or PDF — from the receipt sheet on the Receipts tab. The same option is available in the comparison, review, and search views inside the transaction expense sheet.
* **Images** open in a full-screen viewer. Pinch to zoom, drag to pan, tap **✕** to close.
* **PDFs** open in the in-app browser.
* **Other file types** hand off to your device so you can download or open them in another app.
Dash.fi mints a fresh download link each time you open the file, so the link never expires while a sheet is left open.
## Deleting a receipt
Delete a receipt when it's a duplicate, was uploaded by mistake, or you no longer need it on file. Deleting removes the receipt and its scan, and any expense that only existed to hold the receipt is removed with it. This can't be undone.
Receipts on an expense that's already been **submitted** or **confirmed** are locked — you can't delete them from the mobile app. Handle those from the web app, or unsubmit the expense first.
### Delete one receipt
1. Tap a receipt in the gallery to open its sheet.
2. Scroll to the bottom of the sheet and tap **Delete receipt**.
3. Confirm in the **Delete receipt?** dialog.
The sheet closes and the gallery refreshes.
### Delete several at once
1. Long-press any receipt in the gallery to enter selection mode. Dash.fi selects that receipt and swaps the filter bar for a **Cancel / N selected / Select all** header.
2. Tap more receipts to add them to the selection, or tap **Select all** to select every deletable receipt currently loaded.
3. Tap **Delete N receipts** in the bar at the bottom of the screen.
4. Confirm in the **Delete receipts?** dialog.
Locked (submitted or confirmed) receipts are dimmed and can't be tapped in selection mode. **Select all** skips them as well. Tap **Cancel** at any point to leave selection mode without deleting anything.
## Receipt statuses
| Status | Meaning |
| ---------------- | ----------------------------------------------------------- |
| **Scanning** | OCR is still reading the receipt |
| **AI matched** | The matcher linked it to a transaction with high confidence |
| **Needs review** | The matcher found candidates but wants you to pick one |
| **No match** | No candidate transaction matched |
| **Match failed** | Matching hit an error — retry from the sheet |
| **Confirmed** | You confirmed the match |
| **Submitted** | You submitted the expense for approval |
## Related
* [Expenses on mobile](/mobile/expenses) — attach a receipt starting from a transaction and submit the expense
* [Transactions on mobile](/mobile/transactions) — browse and filter card activity
* [Receipt inbox](/expense-management/receipt-inbox) — the same inbox on the web app, including **Forward by email** for forwarding receipts from your desktop email client
# Signing in to the mobile app
Source: https://help.dash.fi/mobile/sign-in
Sign in to the Dash.fi iPhone and Android mobile app using Google, Microsoft, email link, or password, and set up Face ID or Touch ID biometric lock.
## Sign-in methods
The mobile app supports the same methods as the web dashboard:
| Method | How it works |
| -------------- | ---------------------------------------------------- |
| **Google** | OAuth — opens your device's Google account picker |
| **Microsoft** | OAuth — opens Microsoft's authentication flow |
| **Email link** | Enter your email to receive a one-click sign-in link |
| **Password** | Sign in with email and password |
Tap the method you want on the login screen. Google and Microsoft redirect through your device's native browser or account picker, then return you to the app.
## Choosing an organization
If your email belongs to more than one Dash.fi organization, you'll see an organization selection screen after authenticating. Tap the organization you want to sign in to. If you only belong to one organization, the app skips this step and signs you in automatically.
If the organization you select requires MFA, the verification screen shows the organization name above the code entry. Confirm the name before entering your code.
## Multi-factor authentication on mobile
If your account has two-factor authentication enrolled, the app prompts for a 6-digit code after you choose an organization. The mobile app supports the same two methods as the web dashboard: **authenticator app (TOTP)** and **text message (SMS)**. You can enroll and manage factors in-app during sign-in, or from the web dashboard under **Profile → Security**. See [Two-factor authentication](/account/two-factor-authentication) for background on the two methods.
### Authenticator app
The verification screen shows "Please enter the 6-digit code from your authenticator app". Open your authenticator, then type or paste the current code for Dash.fi. If a 6-digit code is already on your clipboard, tap **Paste code** to fill the field.
### Text message
When SMS is your default method, Dash.fi sends a code automatically as soon as the verification screen loads. The screen shows the code was sent to a masked preview of your number (for example, `+1XXXXXX1234`) so you can confirm which phone will receive it.
* **Resend code** — the button counts down for 30 seconds after each send, then becomes tappable as **Resend code**. Use it if the message hasn't arrived.
* **Autofill** — on Android, codes from Dash.fi's SMS can be autofilled into the code field. On iOS, use the one-time code suggestion above the keyboard, or tap **Paste code** after copying the code from Messages.
### Switching methods
If you're enrolled in both factors, the verification screen shows a link under the description:
* **Use a text message instead** — switches from the authenticator prompt to SMS and sends a code to your enrolled number.
* **Use your authenticator app instead** — switches from SMS back to the authenticator prompt.
Switching clears the code field and any error, and (for SMS) starts the resend countdown for the new send.
### Recovery codes
If you can't access either factor, use one of the recovery codes you saved during setup. Recovery-code entry currently lives on the web dashboard. Open Dash.fi in a browser, sign in, and choose **Use recovery code instead** on the verification screen. Each recovery code works only once.
### Setting up MFA on mobile
If your organization requires two-factor authentication and you haven't enrolled a factor yet, the app takes you to the **Secure your account** screen after you choose your organization. You have to enroll a factor to continue — completing enrolment is what signs you in.
If your organization doesn't require MFA, you can still add a factor from the same screen when you're prompted, or add one later during a sign-in that reaches the enrolment chooser.
#### Authenticator app
Tap **Authenticator app** on the chooser, then **Get setup key**. The app generates a setup key and a set of recovery codes.
Tap **Open authenticator app** to hand the key off to Google Authenticator, Authy, or another authenticator installed on the same device. If you'd rather type it in, tap **Copy the setup key instead** and paste it into your authenticator.
The recovery codes are shown below the setup key. Save them somewhere safe — each one signs you in once if you lose access to your authenticator. Tap **I've saved my codes** to continue.
Enter the current 6-digit code your authenticator shows for Dash.fi. If a 6-digit code is on your clipboard, tap **Paste code** to fill the field. Setup is complete once the code is accepted.
#### Text message
Tap **Text message** on the chooser, enter the mobile number you want to receive codes on, and tap **Send code**. Confirm the number on the review step — once a code is sent, that number is tied to your account until you verify it.
Dash.fi texts a 6-digit code to the number. Enter it in the code field. Autofill works the same way as the sign-in SMS code — Android fills it automatically, and iOS offers it as a one-time code suggestion.
If the message doesn't arrive, wait for the 30-second **Resend code** countdown to finish and tap it to send a new code.
If this is your first factor, the app shows recovery codes after the number is verified. Save them somewhere safe — each one signs you in once.
#### Adding a second factor
After enrolling one factor, the chooser returns with the enrolled method marked **Added** and the other still available. Tap the other row to add it, or tap **Continue** to enter the app.
You can also remove or replace factors later from **Profile → Security** on the web dashboard.
### Trouble with MFA on mobile
* **Invalid code** — the app shows "Invalid code. Please check your authenticator app and try again" or "Please check your messages and try again". Codes expire quickly; enter the newest one your authenticator shows, or request a fresh SMS.
* **We couldn't send a code to your phone number** — Dash.fi couldn't deliver an SMS to the number on file. Contact your organization admin to update it under **Profile → Security** on the web dashboard.
* **Too many attempts** — you've hit the rate limit for send or verify attempts. Wait a moment before trying again, or switch to your other enrolled factor.
* **Session expired** — return to the login screen and sign in again. This happens when the sign-in flow is left idle for too long before you enter a code.
## Switching organizations
If you belong to more than one organization, you can switch in-app without signing out:
1. Tap your avatar in the top-right of the home screen.
2. Tap the organization name at the top of the menu.
3. Choose another organization from the list.
Switching signs you into the selected organization in a new session and clears the previous organization's data from the app. If the destination organization requires MFA, you'll enter a verification code before returning to the home screen.
The organization switcher only appears in the menu when you belong to more than one organization.
## Biometric lock
After signing in, the app requires biometric authentication — Face ID or Touch ID — to protect your account when the app is opened from the background.
Each time you leave the app and return, the lock screen appears before any private screen is accessible. Tap the lock icon to prompt biometric re-authentication. If biometrics aren't enabled on your device, the app will prompt you to enable them in your device settings.
Biometrics are required to use the app. If your device doesn't support Face ID or Touch ID, contact [support@dash.fi](mailto:support@dash.fi).
## Trouble signing in
* **Verification email not arriving** — check your spam folder. The email arrives within a few minutes.
* **Forgot password** — tap the **Forgot password?** link on the password screen. We'll send you a reset email.
* **Biometric prompt not appearing** — ensure Face ID or Touch ID is enabled in your device's Settings app.
* **Other issues** — contact [support@dash.fi](mailto:support@dash.fi).
# Transactions on mobile
Source: https://help.dash.fi/mobile/transactions
Browse, filter, and review card transactions in the Activity tab of the Dash.fi iOS and Android mobile app.
The **Activity** tab shows your full transaction history, grouped by date.
## Browsing transactions
Transactions are organised into date sections — **Today**, **Yesterday**, and earlier dates. Scroll down to load more. The list refreshes automatically when you pull down.
Each row shows:
* Merchant logo and name
* Expense status indicator (see below)
* Transaction amount
## Filters
Two filter controls sit above the list:
**Card filter** — a horizontal chip row showing all your cards. Tap a chip to see only transactions from that card. Tap **All cards** to clear the filter.
**Status filter** — tap to switch between:
| Filter | Shows |
| --------- | --------------------------------- |
| All | Every transaction |
| Pending | Pre-authorised, not yet settled |
| Processed | Settled and released transactions |
Declined transactions are shown with reduced opacity and can't be opened for expense entry.
## Expense status
Each non-declined transaction row shows an icon indicating its expense state:
| Status | Meaning |
| ---------- | ------------------------------------ |
| No expense | No expense has been attached yet |
| Draft | Expense started but not submitted |
| Submitted | Expense submitted, awaiting approval |
| Approved | Expense approved |
Tap a transaction to open the expense sheet and add or review its expense. See [Expenses](/mobile/expenses) for the full flow.
# Set up ACH Auto-Pay
Source: https://help.dash.fi/payments/ach-autopay
Authorize Dash.fi as an approved ACH payee in your bank portal to enable automatic recurring payments. Includes Chase setup steps and Payee ID.
ACH Auto-Pay lets you authorize Dash.fi as an approved payee in your business bank account so that scheduled payments can be processed automatically via ACH debit. Setting this up is a one-time task completed in your bank's online portal, and it eliminates the need to manually initiate a payment each billing cycle. The steps below use Chase Bank as an example, but the process is similar at most major business banks.
You will need to provide Dash.fi with a screenshot or email confirmation after completing the setup in your bank portal. This allows the team to verify the authorization and ensure auto-pay is enabled correctly on your account.
## Setup instructions (Chase Bank example)
Navigate to the Chase step-by-step guide for adding an ACH debit block payee:
[chase.com — Add ACH Debit Block Payee](https://www.chase.com/digital/customer-service/helpful-tips/business-banking/security/ach-debit-block-add-payee)
Follow the instructions on that page to access the ACH payee management section of your Chase account.
When prompted for a Payee ID (also referred to as a Company ID or Originator ID), enter:
```
6111022064
```
Enter the following payee name exactly as shown:
```
Dash.Fi
```
Complete the authorization flow in your bank portal and save the new payee. Your bank may ask you to confirm via a verification code or secondary approval depending on your account settings.
After your bank confirms the payee has been added, **take a screenshot of the confirmation screen** or save the confirmation email. Send it to [support@dash.fi](mailto:support@dash.fi) so the Dash.fi team can complete the setup on their end.
## Using a different bank?
The process for adding an ACH debit block payee is similar at most major banks, though the exact menu names and navigation may differ. Generally, you are looking for settings labeled:
* ACH Debit Block
* Approved Payees or Authorized Originators
* ACH Filters or ACH Security
Use the same **Payee ID (6111022064)** and **Payee Name (Dash.Fi)** regardless of which bank you use.
If you are unsure where to find ACH payee authorization in your bank's portal, search your bank's help center for "ACH debit block" or call your bank's business banking support line. Most business accounts have this feature available.
## Need help?
If you run into any issues during the setup process or want to confirm that auto-pay is active on your Dash.fi account, contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager.
# Bounced payments and account reinstatement
Source: https://help.dash.fi/payments/bounced-payments
What happens when a payment fails, why your account gets suspended, and how to restore access.
When a scheduled payment fails — for example, when an ACH debit is returned by your bank — Dash.fi suspends your account until the balance is resolved.
## What you'll see
When your account is suspended due to a failed payment, a banner appears across your dashboard:
> **Account suspended due to failed payment**
New card transactions are declined for the duration of the suspension. Existing data, reports, and settings remain accessible.
## Common reasons a payment fails
* **Insufficient funds** — the bank account didn't have enough balance to cover the payment at the time of processing
* **Closed or changed bank account** — the bank account connected to Dash.fi was closed, or account details changed after ACH Auto-Pay was authorised
* **Bank-side rejection** — your bank blocked or returned the debit for security or authorisation reasons
## How to reinstate your account
Click **Resolve Now** in the suspension banner, then **Contact support** to open the in-app chat. You can also email [support@dash.fi](mailto:support@dash.fi) directly. Let the team know your account email and that you've had a failed payment.
The support team will confirm the outstanding amount and guide you through settling it. This typically involves making a manual payment via wire or ACH.
Once the payment has cleared, the support team will lift the suspension and restore full account access.
## If your bank account details have changed
If the failure was caused by a closed or changed bank account, you'll also need to update your connected bank account before future payments can process. See [Change your connected bank account](/payments/change-bank-account) for steps.
If you use ACH Auto-Pay, you may need to re-authorise Dash.fi as an approved payee at your new bank. See [Set up ACH Auto-Pay](/payments/ach-autopay) for instructions.
## Avoiding future payment failures
* Keep sufficient funds in your connected bank account ahead of each payment date
* If you're changing banks, update your connected account in Dash.fi before your next payment processes
* If you use ACH Auto-Pay, confirm the payee authorisation is in place at your new bank
Payment dates are shown in your Dash.fi dashboard. Contact your account manager if you need to discuss your payment schedule.
# Cash advance
Source: https://help.dash.fi/payments/cash-advance
Draw against your Dash.fi credit line — either into your Dash Cash account or directly toward a bill payment.
Dash.fi offers two ways to use a cash advance against your available credit line: a standalone draw to Dash Cash, or a direct advance applied at the point of paying a bill.
## Standalone cash advance
Access this from **Payments → Cash Advance** in the left-hand navigation.
A standalone advance draws funds from your credit line and deposits them into your Dash Cash account within 1–3 business days. Once in Dash Cash, you can use the balance to pay card spend, bills, or other obligations.
### How it works
1. Click **Request advance**
2. Enter the advance amount
3. Select a term — **30, 60, or 90 days**
4. Review the fee and the net amount you'll receive
5. Confirm — funds arrive in your Dash Cash account within 1–3 business days
### Fee structure
A fee is charged based on the term you select. The fee is deducted from the principal:
* You receive: **principal amount − fee**
* The full principal (including fee) is due at the end of the term
The fee rate for each term is shown at the time of the request. Longer terms carry a higher fee rate.
### Repayment
Your advance is due on the due date (draw date + term). Repayment is automatic from your Dash Cash account. If a payment isn't made by the due date, the advance moves to **past due** status.
| Status | Meaning |
| --------- | ----------------------------------------- |
| Scheduled | Advance is active and on track |
| Past due | Payment not received by the due date |
| Repaid | Advance fully repaid |
| Cancelled | Advance was cancelled before disbursement |
You can view all advances and their status in **Payments → Cash Advance → Activity**.
***
## Bill pay cash advance
When creating or editing a bill, you can fund the payment directly with a cash advance instead of drawing from your bank account or Dash Cash balance. **Cash advance** is a top-level payment method in the bill payment grid, alongside ACH, single-use card, and off-platform.
This is useful when you want to pay a vendor now and repay the advance later — without a separate step to move funds into Dash Cash first.
### How it works
1. Open a bill in the bill pay drawer
2. In the **Payment method** grid, select the **Cash advance** card. The card shows the current fee chip and your eligibility state.
3. Select a repayment term (30, 60, or 90 days). The advance covers the bill total, and Dash.fi shows the fee before you confirm.
4. Confirm. The advance funds the payment directly, and the bill schedules as normal.
The same term options (30, 60, 90 days) and fee structure apply. Available credit must cover the full bill amount to use this option. If your bank balance is insufficient when ACH is selected, Dash.fi surfaces a nudge that switches the bill to the Cash advance method.
Both cash advance types are feature-gated. If you don't see the option, contact [support@dash.fi](mailto:support@dash.fi) to check eligibility.
# Change your connected bank account
Source: https://help.dash.fi/payments/change-bank-account
How to update or reconnect the bank account linked to your Dash.fi account.
Your connected bank account is the funding source Dash.fi uses for payments. You manage connected accounts from the **Financial Accounts** page — open it from the left-hand navigation and look under **Connected Bank Accounts**.
## Connect a new bank account
1. Go to **Financial Accounts** in the left-hand navigation
2. Under **Connected Bank Accounts**, click **Connect Account**
3. Log in to your bank through the Plaid interface to authenticate and link it
You can set a newly connected account as your default funding source during the connection step.
## Your default funding source
The **default** account is the one Dash.fi uses as your primary funding source for payments.
* **No default set yet?** Connect a new account and set it as the default during the connection step.
* **Want to switch the default to an account you've already connected?** This can't be changed in the dashboard yourself — contact [support@dash.fi](mailto:support@dash.fi) and the team will set it for you.
## Re-authorise an existing connection
If a connected account shows a **Needs Update** badge, the connection has expired or been interrupted. To restore it:
1. Go to **Financial Accounts** in the left-hand navigation
2. Find the account showing **Needs Update**
3. Click **Re-authorize**
4. Follow the Plaid steps to reconnect your bank account
If the **Re-authorize** button isn't available, the connection can't be repaired automatically. Contact [support@dash.fi](mailto:support@dash.fi) and the team will help you update it.
If you're changing banks entirely, make sure the new connection is active before your next payment is due. A missing or broken connection can cause a payment to fail and suspend your account. See [Bounced payments](/payments/bounced-payments) for what to do if a payment fails.
## Impact on ACH Auto-Pay
ACH Auto-Pay is authorised at your bank, not through Plaid. If you change banks, you'll need to re-authorise Dash.fi as an approved payee at the new bank. See [Set up ACH Auto-Pay](/payments/ach-autopay) for instructions.
Updating your bank connection in Dash.fi doesn't automatically carry over ACH authorisation from your previous bank.
# Dash Cash
Source: https://help.dash.fi/payments/dash-cash
Add funds to Dash Cash via ACH, domestic wire, or international wire, then instantly pay down your Dash.fi credit line in seconds — no waiting.
Dash Cash is a funding account inside your Dash.fi dashboard that gives you real-time control over your available credit. Pre-load funds into Dash Cash and pay down your credit line instantly — within seconds of confirming — instead of waiting for a bank transfer to settle. That matters during high-volume periods like Black Friday or Cyber Monday, when your campaigns can't afford a stalled credit line.
Dash Cash is available on **all net terms**, including Net 1. You can pre-fund Dash Cash and use it to instantly pay down your credit line and release available limit — including on weekends.
### Dash Cash on Net-1 accounts
Net-1 customers can fully use Dash Cash: add funds, pay down the credit line instantly, and see available limit released in seconds. The only difference on Net-1 is around the **ACH "Make Payment" flow on the credit line**:
* The **Make Payment** button in the dashboard header is **hidden** on Net-1 accounts.
* Manual **ACH payments from a connected bank account** against the credit line are **not supported** on Net-1 (that flow is reserved for Net 7 and above).
* **Dash Cash paydowns are supported** on Net-1. Net-1 customers can trigger a Dash Cash payment from **Spend → Payments → Scheduled** (see [Making an instant payment](#making-an-instant-payment) below).
If you're on Net-1 and want a higher spend limit outside of Dash Cash, the path is to go back through **underwriting**. Underwriting will determine whether your limit can be increased, and options may include:
* **Posting collateral** — similar in concept to Dash Cash, but the funds are held as collateral and cannot be transferred out while they back the limit.
* **Linking a separate bank account** with a stronger balance to support a higher limit.
* **Other underwriting-approved paths** based on your account's financial profile.
Contact [support@dash.fi](mailto:support@dash.fi) or your account manager to be routed back through underwriting.
## Adding funds to Dash Cash
Log in to [app.dash.fi](https://app.dash.fi) and click the **Accounts** tab in the main dashboard navigation. You'll see three accounts listed: **Dash Cash**, **Secured Rewards**, and **Collateral Reserve**.
Click on the **Dash Cash** account to open the account detail view.
Select **Add Funds** to open the funding method selection screen.
Select one of the three available funding methods and follow the instructions for that method (detailed below).
## Funding methods
### ACH transfer from connected bank account
Select the **Connected Bank Account (ACH)** option from the funding method list.
Select the bank account you want to pull funds from. Only accounts already linked to your Dash.fi profile will appear.
Enter the dollar amount you want to transfer and click **Add Funds** to submit the request.
**Processing time:** 3–5 business days
### Domestic wire transfer
Select the **Domestic Wire** option. You'll see unique wire instructions specific to your account.
Before sending the wire from your bank, **copy the memo line exactly as shown**. The memo is used for automated matching and settlement — an incorrect or missing memo will delay the posting of your funds.
Use the provided routing number, account number, and memo to send the wire from your business bank account.
The memo line on a domestic wire is critical. An incorrect memo will prevent auto-settlement and may significantly delay your funds being credited to Dash Cash.
**Processing time:** 1–2 business days (wire must be received by **2:00 PM ET** on a business day to post same day; wires received after the cutoff post the following business day)
### International wire transfer
Select the **International Wire** option and pick your sending currency from the dropdown.
You will receive unique wire instructions including a **SWIFT code** for international routing. Use all provided fields exactly as shown when initiating the transfer from your international bank.
**Processing time:** 1–2 business days
## Key reminders about Dash Cash
ACH transfers take 3–5 business days, and wire transfers take 1–2 business days. For a major campaign launch, sale, or seasonal push, add funds to Dash Cash several days in advance so your balance is ready when you need it.
Once your Dash Cash balance reflects the deposited amount, those funds are available to pay down your credit line instantly — no additional delay at the time of payment.
Dash Cash funds are fully liquid at all times. If you decide you don't need the funds for a credit line paydown, use the **Transfer Funds** option to withdraw the balance back to your connected bank account.
## Making an instant payment
Once you have funds in your Dash Cash account, paying down your credit line takes only a few seconds.
* **Net 7 and above:** click the **Make Payment** button in the dashboard header — it's visible at the top of the page in any section.
* **Net 1:** the header **Make Payment** button is hidden. Go to **Spend → Payments → [Scheduled](https://app.dash.fi/payments/scheduled)** and click **Make payment** there.
When prompted to choose a payment source, select **Dash Cash**.
Enter the dollar amount you want to apply toward your credit line balance.
Click **Continue**, review the details, and confirm the payment.
Your **account limit releases instantly** and your available Dash Cash balance drops within seconds of confirmation.
Make Payment applies to your **most recent day of spend first**, working backwards through your outstanding balances. It doesn't pay down a general balance — it settles the newest daily charges first.
You must have sufficient funds already in your Dash Cash account to complete an instant payment. The payment will not process if your Dash Cash balance is lower than the amount you are trying to apply.
## Schedule a payment to free up your credit limit
If you don't have funds in Dash Cash and you're on **Net 7 or above**, the fastest way to free up your credit limit is to schedule an ACH payment directly from your connected bank account. When the payment is set to process on a given business day, **Dash.fi releases the associated amount on your credit limit that same morning (typically between 7–9 AM ET)** — you don't have to wait the 3–5 business days for the ACH to clear.
Scheduled ACH payments against the credit line are **not available on Net 1** accounts. Net-1 customers should pre-fund Dash Cash and pay down instantly from there.
This is usually the simplest path when you need spending capacity back quickly and haven't pre-funded Dash Cash.
A wire sent to your Dash Cash account credits the balance only **when the wire is received**, then needs to be applied to the credit line. For next-business-day limit relief, a scheduled ACH from your connected bank account is faster and simpler.
### Ways to schedule a payment
There are two places in the dashboard to schedule a manual ACH payment:
1. Go to [app.dash.fi/payments/scheduled](https://app.dash.fi/payments/scheduled).
2. Find the upcoming payment or spend date you want to address and click **Make Payment** for that date.
3. Confirm the pay-from account and scheduled date, then submit.
1. In your Dash.fi dashboard, click **Make Payment** in the credit balance card on the dashboard header.
2. Select **Connected Bank Account (ACH)** as the source.
3. Enter the amount you want to pay and choose the scheduled processing date.
4. Review and confirm.
Schedule the payment for the **next business day** to release limit the following morning. Selecting today after the ACH cutoff will roll the processing date forward.
### How scheduled ACH compares to other paydown options
| Method | Limit released | Funds settle |
| --------------------------------------------- | ------------------------------------------ | ----------------- |
| **Scheduled ACH from connected bank account** | Morning of the scheduled processing date | 3–5 business days |
| **Make Payment from Dash Cash** | Instantly, in seconds | Already settled |
| **Wire to Dash Cash, then pay down** | When wire posts and you click Make Payment | 1–2 business days |
Make sure your connected bank account has sufficient funds on the scheduled date. A returned ACH can lead to a bounced payment — see [Bounced payments](/payments/bounced-payments) for what happens next.
## Need help?
For assistance with Dash Cash, funding methods, or instant payments, contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager.
# Financial accounts
Source: https://help.dash.fi/payments/financial-accounts
Understand the three account types in your Dash.fi dashboard — Dash Cash, Secured Rewards, and Collateral Reserve — and how to fund them.
Your Dash.fi dashboard includes three financial accounts, each serving a distinct purpose. You can view all three under the **Accounts** tab.
## Account types
### Dash Cash
A funding account that lets you pre-load funds and instantly apply them to pay down your credit line. When your Dash Cash balance is available, payments settle in seconds — not the 1–3 days of a bank transfer.
Dash Cash is available on **all net terms**, including Net 1. Net-1 customers can pre-fund Dash Cash and pay down their credit line instantly — the header **Make Payment** button is hidden on Net 1, so Net-1 customers trigger the payment from the **Scheduled Payments** tab instead.
See [Dash Cash](/payments/dash-cash) for funding steps and how to make an instant payment.
### Secured Rewards Account
Holds pre-payment collateral for customers in the Secured Rewards Program. Balances in this account support your elevated cashback rate and earn annual loyalty rewards in lieu of interest.
Pre-payment funds are held at FDIC-insured partner banks in your company's name. Funds are not immediately liquid — return is quarterly on a net-30 basis.
See [Secured Rewards Program](/rewards/secured-rewards-program) for details on how this program works.
### Collateral Reserve Account
Holds collateral tied to your overall credit line and spend limit. This account underpins your account's risk profile. Changes to the Collateral Reserve balance affect your available spend limit.
Contact your account manager to adjust your collateral reserve or to discuss increasing your spend limit.
## Funding methods
You can add funds to your Dash Cash or Secured Rewards account using any of the following methods:
| Method | Processing time |
| ---------------------------- | ----------------- |
| ACH (connected bank account) | 3–5 business days |
| Domestic wire | 1–2 business days |
| International wire | 1–2 business days |
### Daily limit
The maximum incoming funding per day across all methods is **\$250,000**.
### Wire memo line
When sending a domestic or international wire, copy the memo line exactly as shown in the dashboard. The memo is used for automated matching — an incorrect or missing memo will delay posting.
## Withdrawing funds
To withdraw funds from your Dash Cash account, use the **Transfer Funds** option within the account detail view. Transfers return to your connected bank account. Secured Rewards and Collateral Reserve balances are subject to the return timelines described above.
## Questions
Contact [support@dash.fi](mailto:support@dash.fi) or your account manager for help with account funding, withdrawals, or adjusting your collateral balance.
# Payments
Source: https://help.dash.fi/payments/index
Manage your Dash.fi account with Dash Cash for instant credit line paydowns and ACH Auto-Pay for automated recurring settlements from your bank.
Dash.fi gives you two tools to manage payments on your account: **Dash Cash** for real-time control over your credit line, and **ACH Auto-Pay** for automated recurring payments from your bank.
## Dash Cash
Dash Cash is a funding account inside your Dash.fi dashboard. Deposit funds in advance and apply them to your credit line instantly — in seconds, not days. That matters during high-spend periods like Black Friday or Cyber Monday, when daily volume can push against your credit limit quickly.
Add funds via ACH, domestic wire, or international wire. Balances are always withdrawable — funds are never locked.
If you don't have funds in Dash Cash but need to free up credit limit quickly, you can also [schedule an ACH payment](/payments/dash-cash#schedule-a-payment-to-free-up-your-credit-limit) directly from your connected bank account — Dash.fi releases the associated limit the morning of the scheduled processing date, even though the ACH itself takes 3–5 business days to clear.
Dash Cash instant payments are available on **all net terms**, including Net 1. On Net 1 the header **Make Payment** button is hidden, but Net-1 customers can still trigger a Dash Cash paydown from the **Scheduled Payments** tab. Manual ACH payments from a connected bank account against the credit line are not supported on Net 1.
## ACH Auto-Pay
ACH Auto-Pay lets you authorize Dash.fi as an approved payee in your business bank account, so scheduled payments debit automatically each cycle. Set it up once in your bank's ACH payee management settings. After that, your bank handles payments to Dash.fi on schedule — no manual transfers, no missed settlement windows.
## Getting help
For assistance with any payment method or configuration, contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager.
# Request a spend limit increase
Source: https://help.dash.fi/payments/request-limit-increase
How to request a higher spend limit on your Dash.fi account.
Your spend limit is the total amount you can charge across all Dash.fi cards. If you're consistently approaching your limit, you can request an increase.
## How to request an increase
Email [support@dash.fi](mailto:support@dash.fi) or contact your account manager. Include:
* Your business name and account email
* The current limit and the amount you're requesting
* A brief description of the spend that's driving the need (for example, increased ad spend volume or a new campaign)
## What Dash.fi considers
Limit decisions are based on your account's overall financial profile, including:
* **Spend history** — consistent and predictable spend patterns support higher limits
* **Cash balance** — the balance maintained in your connected bank account is a key input in underwriting decisions
* **Account standing** — on-time payment history and no recent failed payments
* **Business growth** — significant changes in your business or revenue that aren't yet reflected in your account history
* **Financial statements** — 24 months of income statements and balance sheets are typically required as part of the review
Providing accurate and up-to-date information when you apply — and keeping your bank account funded — supports higher limits over time.
Limit reviews take multiple business days. If you have an urgent spend need, plan ahead — or ask your account manager about options while the review is in progress.
If you're approaching your limit while waiting for a review, a [Rewards Card](/rewards/rewards-card) draws from a separate limit and can cover spend in the meantime.
## Card-level limits
Spend limits also exist at the individual card level. These are separate from the account limit and can be adjusted directly in the dashboard by anyone with card edit permission. See [Manage cards](/cards/manage-cards) for how to update a card's limit.
If a single card is blocking a transaction, check the card's limit first before requesting an account-level increase. An account-level limit won't help if the individual card limit is the constraint.
# Earning rewards
Source: https://help.dash.fi/rewards/earning-rewards
How cashback rates, spend categories, and interchange qualification work on Dash.fi cards.
Dash.fi cashback is earned on net qualified spend each month. The rate is determined by the spend category — there's no tiered volume model, no enrollment required for the standard rates.
## Rates by category
| Category | Standard rate |
| ------------------- | ------------- |
| Ad spend | 3% |
| Shipping | 3% |
| AI and LLM services | 3% |
| All other purchases | up to 2% |
Your actual rates are defined in your account's rewards terms and may differ. Rates are set at the account level — not per card and not per merchant — so you can't change the rate on an individual card. The "All other purchases" rate isn't fixed at 2% on every merchant — your effective cashback depends on the interchange the transaction generates. See [Qualified vs. non-qualified interchange](#qualified-vs-non-qualified-interchange) below.
## Monthly qualification
To earn rewards in a given month, your total spend across all Dash.fi cards must meet the minimum monthly threshold. Months below the threshold don't accrue cashback.
## Qualified vs. non-qualified interchange
Your cashback is tied to interchange — the fee paid by the merchant's bank on each transaction. A transaction is **qualified** when it generates interchange at or above the Mastercard standard rate for the category.
To maximise qualified interchange:
* Match each card's configured vendor to the merchant you're actually charging. A card assigned to "Meta" used for Google Ads will likely generate non-qualified interchange.
* Create a separate card for each ad network or major vendor — one card per purpose.
When interchange settles below the standard rate, Dash.fi provides cashback minus the difference. This affects a minority of transactions and is more common on certain ad networks.
If you notice unexpected cashback adjustments on a quarterly statement, your account manager can walk through the interchange breakdown for each card.
## Rewards schedule
Rewards accrue monthly. Payouts are processed by Dash.fi on the schedule defined in your rewards terms — the frequency and timing vary by account. See [Redeem cashback](/rewards/redeem-cashback) for details.
## No cap, no expiry
There's no ceiling on how much cashback you can accumulate, and rewards don't expire under normal account activity.
# Rewards
Source: https://help.dash.fi/rewards/index
Earn cashback on every purchase — 3% on ad spend, shipping, and AI, 2% on everything else. No cap, no expiry.
Dash.fi cards earn cashback on every transaction. The rate depends on what you're spending on, not how much.
## Cashback rates
| Category | Rate |
| ------------------- | ---- |
| Ad spend | 3% |
| Shipping | 3% |
| AI and LLM services | 3% |
| All other purchases | 2% |
These are the standard published rates. Your actual rates are defined in your account's rewards terms and may differ — check the Rewards section of your dashboard or confirm with your account manager. Rates aren't set per card or per merchant.
There's no cap on how much you can earn and rewards don't expire.
## How rewards accrue
Rewards accrue on net qualified spend each month. To qualify for rewards in a given month, your total spend across all Dash.fi cards must meet the minimum monthly threshold. Payouts are processed by Dash.fi on the schedule defined in your rewards terms.
## Redemption
Redeem from the **Rewards** section in your Dash.fi dashboard. See [Redeem cashback](/rewards/redeem-cashback) for the full schedule and steps.
## Secured Rewards Program
If you hold a collateral balance with Dash.fi, the Secured Rewards Program allows you to maintain an elevated rate by pre-funding your account. See [Secured Rewards Program](/rewards/secured-rewards-program) for how pre-payments and loyalty rewards work.
## Questions
Contact [support@dash.fi](mailto:support@dash.fi) or your account manager for anything rewards-related. Reviewing your first quarterly statement with your account manager is a good way to confirm your cards are set up for maximum qualified interchange.
# Redeem cashback rewards
Source: https://help.dash.fi/rewards/redeem-cashback
How cashback payouts work, when to expect them, and how your rewards are paid out.
You don't need to initiate a redemption. Dash.fi calculates your cashback, then disburses it on your behalf according to the schedule and method defined in your rewards terms.
Your payout history and next expected payout date are shown in the **Rewards** section of your dashboard at [app.dash.fi](https://app.dash.fi).
## How you're paid
Your redemption method is set on your account as part of your rewards terms — it isn't something you choose per payout. The common methods are:
* **Deposit to your account** — cashback is transferred to your Dash.fi account (Dash Cash), where you can apply it to your balance or withdraw it to your connected bank. This is the most common method.
* **Loaded onto a Rewards Card** — cashback is added as a balance on your Dash.fi [Rewards Card](/rewards/rewards-card).
If you're not sure which method applies to your account, check the **Rewards** section of your dashboard or ask your account manager.
## Payout schedule
Your payout frequency and timing are defined in your rewards terms and vary by account — you can see your specific terms in the Rewards section of your dashboard.
Some reward types — such as prepayment rebates — accrue toward an **annual** payout rather than your standard schedule. These are paid at the end of the earn period defined in your terms, which your dashboard tracks under annual payout progress.
## Moving a Rewards Card balance to your bank
This section only applies if your cashback is **loaded onto a Rewards Card**. If your rewards are deposited to your account instead, you don't need to do anything — withdraw from your account balance as normal.
If you do have a balance on a Rewards Card and want to move it to your bank, one option is to route it through PayPal:
In your PayPal **Wallet**, select **Link a debit or credit card** and add your Dash.fi Rewards Card.
Use PayPal's **Transfer Money → Add money from bank or debit card**, choose your Rewards Card as the source, and enter the amount.
In PayPal, go to **Transfer to bank** and choose an instant or standard transfer.
PayPal is a third-party service, not a Dash.fi integration — fees and availability are set by PayPal. Instant transfers may incur a processing fee; standard transfers are typically free but take 1–3 business days. Make sure the Rewards Card is active and has sufficient balance, or the transfer will fail.
## Need help?
If you're unsure how your rewards are paid out, or run into any issue with a payout, contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager.
# Rewards Card
Source: https://help.dash.fi/rewards/rewards-card
How the Dash.fi Rewards Card works — getting one issued, managing it, and what to do when it's declined.
The Rewards Card is a separate card product from your standard Dash.fi business cards. It's tied to your rewards program and is issued as a virtual card. Because it's a different card type, it's requested, managed, and troubleshot differently from the virtual cards you create in the Cards tab.
## Get a Rewards Card
To get a Rewards Card issued, contact [support@dash.fi](mailto:support@dash.fi) or your account manager. The team will issue it and follow up if anything else is needed.
## Manage your Rewards Card
From the card detail view you can:
* **Freeze and unfreeze** it (snowflake and sun icons)
* **Archive** it (permanent — an archived card can't be reactivated)
Allowed countries and spend categories **can't be edited on a Rewards Card yourself** — unlike standard virtual cards. To adjust country or category access, contact [support@dash.fi](mailto:support@dash.fi).
## Find your Rewards Card transactions
Rewards Card transactions live in the **Rewards** section — not under Spend → Card Transactions, which only shows your standard virtual cards.
1. Go to **Company** in the left-hand navigation.
2. Select **Rewards**.
3. Click the **Cards** tab.
This tab displays your assigned Rewards Card alongside its full transaction history. Declined charges appear here too. If you don't see a charge, see [If your Rewards Card is declined](#if-your-rewards-card-is-declined) below.
## If your Rewards Card is declined
Start with two quick checks:
1. **Is the card frozen?** Go to **Company → Rewards → Cards** tab, open your card, and ensure it isn't frozen. If the snowflake icon is active, click the sun icon to unfreeze the card and retry.
2. **Check your decline email notification.** The Cards tab displays transaction statuses, but decline codes are not shown directly on the dashboard UI. Whenever a transaction is declined, an automated email notification containing the full decline reason and details is sent to your account email.
If the transaction doesn't appear on the Cards tab at all, it never reached authorization — the merchant or issuer blocked it before it hit your card. In that case, check that the card is active and the details entered at checkout are correct.
If you need assistance resolving a specific decline (such as country or spend category restrictions, or reaching a spend limit), contact [support@dash.fi](mailto:support@dash.fi) or reach out to your account manager. The key difference from a standard card is that restriction-based declines can't be self-served on a Rewards Card.
For general decline reasons that aren't specific to Rewards Cards — card detail mismatches, expired cards, or issuer errors — see [Card declines](/cards/card-declines).
The self-serve "add the country or category to the card yourself" steps in [Card declines](/cards/card-declines) apply to standard virtual cards, **not** Rewards Cards. On a Rewards Card, those controls are managed by Dash.fi.
## Transferring your rewards balance
There's no way to move a rewards balance from one card to another in the dashboard. To redeem your cashback, transfer it to your bank via PayPal — see [Redeem cashback](/rewards/redeem-cashback). If you need to reallocate funds in a specific way, contact [support@dash.fi](mailto:support@dash.fi).
## Cashback rates
Your cashback rates are defined by your account's rewards terms — not configured per card and not set per merchant. You can't change the rate on an individual card, and a card used at a particular merchant doesn't have its own rate. See [Earning rewards](/rewards/earning-rewards) for how rates and qualification work, or review your rates with your account manager.
## Questions
For anything Rewards Card-related — issuing, country or category access, limits, or balances — contact [support@dash.fi](mailto:support@dash.fi) or your account manager.
# Secured rewards program
Source: https://help.dash.fi/rewards/secured-rewards-program
Understand how Dash.fi's pre-payment collateral model works, where your funds are held, FDIC coverage, and how to manage your pre-payment balances.
The Secured Rewards Program is how Dash.fi offers elevated cashback rates tied to pre-payments on your account. If you've funded your account with a significant balance or you're enrolled in the Card + Cash Program, this page covers how the program works, where funds are held, and how to manage your pre-payment balances.
## Frequently asked questions
Dash.fi's elevated cashback rate is tied to short-term credit terms and pre-payment held as collateral. The higher rate applies up to a cap based on the amount of your pre-payment; spend that exceeds the cap earns at a lower standard rate.
This structure allows Dash.fi to offer a higher reward rate while maintaining the financial controls required to sustain it.
A pre-payment is an upfront deposit you make to increase your card's spend capacity beyond its standard daily limit.
For example: if your account has a \$100,000/day spend limit but you anticipate \$300,000 in upcoming spend, you can pre-pay \$200,000 to cover the difference. Dash.fi acts as your agent to manage these pre-payments, which are held in reserve as collateral against your credit line.
No traditional interest is earned on pre-payment balances. However, participants in the Secured Rewards Program receive **annual loyalty rewards** in place of traditional interest. These loyalty rewards are **not legally classified as interest income**.
Neither Dash.fi nor you earn interest on funds held in demand deposit accounts (DDAs).
Pre-payment funds are held in **demand deposit accounts (DDAs)** at Dash.fi's partner banks. These are dedicated accounts that hold your collateral separately from Dash.fi's operational funds.
Yes. Dash.fi's partner banks are FDIC-insured institutions. Current partner banks include:
* Security State Bank & Trust
* Community Federal Savings Bank
* TransPecos Bank
* Patriot Bank
* Wells Fargo
* Choice Financial Group
* Bank of America
* Metropolitan Capital Bank & Trust
Dash.fi's pre-payment accounts are **not** part of the IntraFi CDARS sweep program.
Yes. All pre-payments are applied to your **corporate charge card account** and are held in your company's name. The primary sponsor bank is **TransPecos Bank** (legacy accounts may show **Patriot Bank** as the sponsor).
Dash.fi accounts are corporate accounts only — personal accounts are not supported.
To request a return of your pre-payment funds, email [support@dash.fi](mailto:support@dash.fi) or contact your account manager directly. The team will confirm your request and initiate the process according to the applicable timeline.
Returns are processed on a **quarterly basis, net-30**. Pre-paid collateral is locked until the next quarterly period, so plan accordingly if you anticipate needing access to those funds.
Pre-paid collateral is not immediately liquid. If you may need access to funds on short notice, discuss your options with your account manager before making a large pre-payment.
You can instruct Dash.fi to do one of three things with your pre-payment funds:
1. **Return to your operating account** — funds are sent back to the bank account on file
2. **Apply to your card balance for spending** — funds are moved to your Dash.fi account to increase available spend capacity
3. **Hold as collateral** — funds remain in the Secured Rewards Program to continue earning loyalty rewards and supporting your elevated cashback rate
No. The Secured Rewards Program is **not** a bundled high-yield savings account offering. The Dash.fi corporate charge card is issued in partnership with TransPecos Bank and Patriot Bank, and the pre-payment structure is a collateral mechanism — not a savings or investment product.
You can access your account statements at any time by logging in to [app.dash.fi](https://app.dash.fi). If you need statements delivered another way or have trouble accessing them, email [support@dash.fi](mailto:support@dash.fi).
## Still have questions?
The details matter when you're managing significant pre-payment balances. Reach out to [support@dash.fi](mailto:support@dash.fi) or your account manager for guidance specific to your account.
# Approval workflows
Source: https://help.dash.fi/spend-management/approval-workflows
Gate card requests, bill payments, and vendor changes behind a configurable review process.
Approval workflows let you put a review step in front of high-impact spend actions before anything executes. Admins define the rules. When an action triggers a policy, it routes to the right approver automatically. If approved, Dash.fi fulfils the underlying operation — no manual follow-through needed.
## What requires approval
Approval workflows apply across three areas:
* **Card requests** — employees request a card with a name, spend limit, category restrictions, and cardholder. The policy determines whether it auto-approves or routes to a manager.
* **Bill payments** — bills can be gated before payment is initiated.
* **Vendor management** — creating a vendor, updating vendor details, and adding or changing vendor payment methods all support approval routing.
## How routing works
Each action type has a policy attached to it. When a request is submitted, the policy evaluates it and one of three things happens:
1. **Auto-approved** — the request meets the criteria and is fulfilled immediately, no human review needed
2. **Routed for review** — an approval request is sent to the designated approver
3. **Auto-declined** — the request fails the policy check and is rejected
Once a request is live, the system handles follow-up: automatic reminders go to approvers with pending requests, and escalations trigger if a request isn't acted on within the configured window.
## Request lifecycle
```
Draft → Submitted → Approved → Fulfilment in progress → Fulfilled
↘ Declined
↘ Returned → (requester revises) → Resubmitted → …
```
* **Draft** — created but not yet sent to a decider
* **Submitted** — in the approver's queue, pending a decision
* **Approved** — Dash.fi is executing the underlying operation
* **Declined** — rejected; the action won't proceed
* **Returned** — sent back to the requester for revision; not a hard rejection
* **Fulfilled** — the operation completed successfully
## Where approvals surface
| Action type | Location in Dash.fi |
| ------------------ | --------------------------- |
| Card requests | Inline in card management |
| Bill pay approvals | Bill Pay → Pending Approval |
| Vendor approvals | Vendors → For Approval |
Approvers have a dedicated view showing only the requests assigned to them.
## Bulk approve or decline from the Inbox
Approvers with a full queue can clear multiple requests at once from the desktop web **Inbox → To review** list. The bulk action bar works across every request type — card requests, bill payments, vendor changes, and expense submissions all sit in the same queue and can be actioned together.
* **Selection eligibility** — only rows in **Submitted** status are selectable. Already-decided rows lock out of selection so you can't re-decide them by accident.
* **Actions** — the bar exposes **Approve** and **Decline**. Each button shows a count (for example, **Approve 12**) that reflects the number of eligible selected rows.
* **Confirmation** — a dialog asks you to confirm before the batch runs. Approve fulfils the underlying operation on every request in the batch; Decline is terminal.
* **Result toast** — after the batch finishes, Dash.fi shows an **Approved N requests** or **Declined N requests** toast. If any items fail — for example, another approver decided them first — a separate **Failed to approve N requests** toast reports the count that didn't go through. Retry those individually.
Bulk decide uses the same **Approval requests: write** permission as deciding a single request, so approvers need no extra setup.
The desktop web Inbox is the only place with bulk actions — the mobile Approvals inbox still handles requests one at a time.
## Notes and collaboration
Any party can add notes to an approval request — useful for approvers to explain a decision or for submitters to add context upfront. Notes are visible to all parties involved and preserved in the audit trail.
## Audit trail
Every approval request records when it was submitted, who submitted it, when a decision was made, who decided, and when fulfilment completed. The full history is available on each request.
## Configuring policies
Approval policies are self-service — admins configure them in **Company → Policy** without any help from Dash.fi. See [Policy Manager](/spend-management/policy-manager) for a full guide to building and managing rules.
## FAQ
Policies can route to a specific user, a user group, a role, or a structural role like a user group manager. This lets you mirror your org chart without hard-coding individual names.
Declined is terminal — the approver said no and the action won't proceed. Returned sends the request back to the submitter for revision and resubmission. It's not a hard rejection.
Yes. Policies can be configured to auto-approve requests that meet certain criteria — so low-risk or routine actions don't create unnecessary friction.
Yes. Automatic reminders go out to approvers with requests sitting in their queue. Escalation triggers if a request isn't actioned within the configured window.
Org admins configure policies themselves in Dash.fi. No involvement from Dash.fi's team is required.
# Budgets
Source: https://help.dash.fi/spend-management/budgets
Title: Budgets
Breadcrumbs: Customer Help Center > Spend Management > Budgets
Budgets
Set monthly spend limits on groups and track budget consumption across your org chart.
Budgets in Dash.fi are set at the group level. Each group in your org chart can have a monthly spend budget, and managers can track their group's consumption in real time.
## How budgets work
Budgets are attached to groups — the teams you create in **People → Teams**. Any card spend by members of a group counts toward that group's budget.
Budget consumption is visible to:
* **Administrators** — see all group budgets across the organisation
* **Managers** — see budgets for their managed groups
* **Accountants and Bookkeepers** — see all group budgets
Employees don't see group budget data.
## Set a group budget
1. Go to **People → Teams**
2. Open the group you want to configure
3. Click **Edit** and set a monthly budget amount
4. Save
Once set, Dash.fi tracks spend against the budget in real time as card transactions clear.
## Threshold alerts
Threshold alerts are coming soon. The feature isn't available yet — group budgets today are informational and don't generate email or in-app notifications.
Once available, you'll be able to configure alerts that notify managers and admins when a group's spend reaches a percentage of its budget — for example, at 80% and again at 100%.
## Viewing budget status
**Administrators and Accountants** can see an overview of all group budgets from the **Teams** section. Each group shows:
* Monthly budget
* Spend to date
* Remaining budget
* % consumed
**Managers** see the same view scoped to their groups only.
## Budget and card limits
A group budget is separate from individual card limits. A cardholder might have a \$5,000 card limit within a group that has a \$50,000 monthly budget. Card limits are enforced at the card level; group budgets track spend at the group level but don't block transactions.
## Questions
Contact [support@dash.fi](mailto:support@dash.fi) or your account manager for help configuring budgets or setting up group-level spend controls.
# Spend management
Source: https://help.dash.fi/spend-management/index
Control who spends, on what, and how much — with approval workflows, expense management, and policy-driven automation.
Dash.fi's spend management tools give finance teams granular control over corporate card spend without slowing the business down.
| Feature | What it does |
| ---------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------- |
| [Approval Workflows](/spend-management/approval-workflows) | Gate card requests, bill payments, and vendor changes behind a configurable review process |
| [Policy Manager](/spend-management/policy-manager) | Build the rules that determine which actions auto-approve, route to a reviewer, or decline |
| [Expense Management](/expense-management) | Turn every card transaction into a structured expense record — with receipts, AI categorisation, and accounting sync |
| [Budgets](/spend-management/budgets) | Set monthly spend limits on groups, configure threshold alerts, and track consumption across your org chart |
All four features work together. Policies drive the approval routing. Approved expenses flow directly into your accounting integration. Budgets give managers real-time visibility into group spend. The full trail — from card request to receipt to GL sync — is captured automatically.
# Policy manager
Source: https://help.dash.fi/spend-management/policy-manager
Build the rules that control whether card requests, vendor changes, and bill payments are automatically actioned or held for review.
The Policy Manager is where admins build and maintain the approval rules that govern their organisation's workflows. It's accessible from **Company → Policy**.
Each policy is an ordered list of rules. When a request comes in, Dash.fi evaluates the rules top to bottom and applies the first rule whose conditions match. This makes it possible to express nuanced logic — for example, auto-approving requests from administrators while routing all others to a manager for review.
## Policies available
The Policy page is organised into three categories:
**Spend management controls**
* Card request approvals
**Vendor management**
* Vendor creation approvals
* Vendor update approvals
**Bill management**
* Bill pay approvals
Each policy shows an **Active** or **Disabled** status badge. Clicking a policy opens a side panel where you can view, add, edit, and save its rules.
## How rules work
Each rule has two parts:
* **Conditions** — the criteria that must all be true for this rule to apply. A rule with no conditions matches every request.
* **Outcome** — what happens when the rule matches: Approved, Declined, or Requires Approval.
Rule order matters. More specific rules must sit above broader fallback rules — a broad rule placed too high will intercept requests intended for a more specific rule below it.
## Rule outcomes
| Outcome | What happens |
| --------------------- | ----------------------------------------------------------------------- |
| **Approved** | The request is automatically approved and actioned without human review |
| **Declined** | The request is automatically blocked |
| **Requires Approval** | The request is held and sent to the specified approvers |
## The last rule
The last rule in every policy is protected — it can't be deleted, and new rules are always inserted above it. It acts as the catch-all: any request that doesn't match an earlier rule is handled by it.
Set the last rule's conditions to empty so it genuinely catches everything not handled above. Set its outcome to match your default posture — Approved for permissive defaults, Requires Approval for cautious ones.
## Approvers
When a rule's outcome is **Requires Approval**, you specify who receives the request. Approvers can be any combination of:
* **User group manager** — the manager of the requesting user's group
* **Users** — specific named users
* **Groups** — all members of one or more user groups
* **Roles** — all users holding a particular role
Group and role-based approvers reduce maintenance overhead as your team changes.
## Conditions by policy type
### Card request approvals
| Condition | Description |
| --------------- | ------------------------------------------------------------- |
| User roles | Matches requests from users holding the selected roles |
| User groups | Matches requests from users in the selected groups |
| Spend limit | Matches by amount: ≤, \<, ≥, or > a threshold |
| Spend frequency | Matches by frequency: per day, week, month, year, or lifetime |
### Vendor creation approvals
| Condition | Description |
| ----------- | --------------------------------------------------------------- |
| User roles | Matches creation requests from users holding the selected roles |
| User groups | Matches creation requests from users in the selected groups |
### Vendor update approvals
| Condition | Description |
| -------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Fields changed | Matches updates that include changes to: payment methods, tax ID, name, legal name, address, country, owners, spend category, merchant category, status, external ID, or logo |
| User roles | Matches updates submitted by users holding the selected roles |
| User groups | Matches updates submitted by users in the selected groups |
### Bill pay approvals
| Condition | Description |
| ------------ | -------------------------------------------------------------- |
| User roles | Matches payment requests from users holding the selected roles |
| User groups | Matches payment requests from users in the selected groups |
| Total amount | Matches by amount: ≤, \<, ≥, or > a threshold |
## Editing a policy
1. Click a policy to open the side panel
2. Click a rule card to enter edit mode — set conditions and outcome
3. Click **Apply** to stage the changes on that rule (doesn't save yet)
4. Click **Add Rule** to insert a new rule above the last rule
5. To remove a rule, use the delete icon and confirm — the last rule can't be deleted
6. Click **Save policy** to make all changes live
7. Click **Discard** to revert all unsaved changes
Changes aren't enforced until you click **Save policy**.
## FAQ
Apply commits edits on a single rule card and takes it out of edit mode. Save policy sends the entire updated rule list to the backend and makes it live. You must click Save policy for any changes to take effect.
The last rule acts as the catch-all for any request that doesn't match an earlier rule. Removing it would leave some requests with no outcome.
It matches every request in that policy — displayed as "All requests" or "All updates." This is the standard configuration for the catch-all last rule.
Yes. Multiple conditions within a rule are additive — the request must match all specified conditions for the rule to apply.
Yes. When a rule's outcome is Requires Approval, toggle on "User group manager" in the approvers section. This routes the request to the manager of the user group the requester belongs to.
# Transaction disputes
Source: https://help.dash.fi/transactions/disputes
How to report an unauthorised or incorrect charge on your Dash.fi card.
If you see a transaction you don't recognise or believe is incorrect, contact Dash.fi support to open a dispute. Acting quickly improves the chances of a successful outcome.
## Before you file
If the charge may be on a compromised card, freeze the card first to stop any further unauthorised spend. See [Manage cards](/cards/manage-cards) for how to freeze.
## How to file a dispute
Email [support@dash.fi](mailto:support@dash.fi) with the following details for each transaction:
* **Merchant descriptor** — as it appears in Card Transactions
* **Transaction amount** — exact amount
* **Transaction date**
* **Reason** — unauthorised charge, duplicate charge, service not received, or other
* **Supporting evidence** — screenshots, email confirmations, cancellation records, or correspondence with the merchant
The support team will review and follow up. Respond promptly to any requests for additional information to avoid delays.
File disputes within **90 days** of the transaction date. Disputes submitted after this window may not be eligible for investigation.
## FAQ
This is usually a merchant card verification charge. Check the merchant descriptor — it often contains a short verification code from an ad platform where you recently added the card. See [Card transactions](/transactions) for how to find it.
Yes. Include all disputed transactions in a single email to support, with the required details for each one.
Freeze the card first, then contact support. The team can help you review the transactions before you commit to a formal dispute.
# Download statements
Source: https://help.dash.fi/transactions/download-statements
How to view and download your monthly Dash.fi statements as PDF.
Monthly statements summarise your card activity and payment history for each billing period. You can view or download them at any time from the Dash.fi dashboard.
## Download a statement
1. Log in to your Dash.fi account at [app.dash.fi](https://app.dash.fi).
2. In the left-hand navigation, select **Company**.
3. Open the **Statements** page.
4. Select the desired month.
5. From there, you can view or download the statement.
## Statement types
The **Statements** page includes the following statement types:
* **Rewards Statement** — a summary of rewards earned during the billing period.
* **Account Statement** — a summary of card activity and payment history.
* **Financial Account Statement** — a summary of activity for your financial accounts.
Statements download as a PDF file named `dashfi-monthly-statement-{start-date}-{end-date}.pdf`.
Statements are generated after each billing period closes. If a recent period isn't showing yet, it may still be processing. Contact [support@dash.fi](mailto:support@dash.fi) if a statement is missing for a completed period.
## Need transaction-level detail?
For a full breakdown of individual card transactions — including merchant, amount, card, and cardholder — go to **Transactions** in the left-hand navigation. You can filter by date range, card, and cardholder to narrow the view.
If you need a custom export for reconciliation or accounting, contact [support@dash.fi](mailto:support@dash.fi) and the team can assist.
# Card transactions
Source: https://help.dash.fi/transactions/index
View, filter, and understand your Dash.fi card activity.
Card transactions are accessible from **Spend → Card Transactions** in the left-hand navigation. The page has four tabs:
* **All** — every card transaction, regardless of status
* **Settled** — transactions that have fully cleared
* **Pending** — pre-authorisation holds that haven't settled yet
* **Declined** — transactions that were blocked
When you have pending activity, the Pending tab label shows a count badge (for example, **Pending (3)**).
## Transaction table
The All, Settled, and Declined tabs share the same table layout. Each row shows:
| Column | Description |
| ---------------- | ------------------------------------ |
| Transaction date | When the charge was made |
| Merchant | Merchant name |
| Spend category | Category assigned to the transaction |
| Card | Card name used for the charge |
| Status | Current transaction status |
| Amount | Transaction amount |
You can show or hide columns using the column visibility control on the right side of the table header.
## Pending transactions
The Pending tab shows pre-authorisation holds — charges that have been authorised by the merchant but haven't settled yet. Pending transactions show initiation date, descriptor, and pending amount. A **Total pending** amount summary is shown above the list.
Pending holds typically resolve within 1–3 business days. If a pending charge doesn't correspond to a completed purchase, it will usually fall off automatically.
## Transaction statuses
| Status | Meaning |
| -------- | ------------------------------ |
| Pending | Authorised, not yet settled |
| Settled | Fully processed and cleared |
| Declined | Transaction was blocked |
| Released | Hold released without settling |
## Declined transactions
When a transaction is declined, hover over the status badge to see the decline reason. The popover explains what blocked the charge and suggests an action:
* **View card** or **Edit card** — if the issue is a card configuration problem (wrong category, card frozen, limit reached)
* **Contact support** — for issuer-side issues or anything needing investigation
Common decline reasons include insufficient funds, card frozen, limit reached, category restrictions, and country restrictions. See [Card declines](/cards/card-declines) for a full breakdown.
## Search and filters
Use the search box above the table to search by merchant descriptor.
Click **Filter Transactions** to show the filter panel:
* **Date range** — filter by payment date (from / to)
* **Card** — filter to a specific card
* **Cardholder** — filter to a specific person (admins and other users with permission to view all transactions only)
## Finding a merchant activation code
Some ad platforms verify your card by charging a small amount (typically around \$1) with a short verification code in the descriptor.
1. Filter by the card you added to the platform
2. Look for a small charge in the All or Pending tab
3. The verification code appears in the merchant descriptor
4. Copy it and enter it on the platform
# Export your vendor list from Acumatica
Source: https://help.dash.fi/vendors/import/acumatica
Pull a supplier report and 12-month payment history from Acumatica to bring your vendors into Dash.fi.
These steps pull a supplier report and payment history from Acumatica so you can bring your vendors into Dash.fi.
## Supplier report with detailed information
1. Go to the **Finance** tab, select **Accounts Payable**, and look for reports or inquiries related to vendors.
2. If a pre-built report such as **Vendor Details** or **Supplier Information** exists, use it. Otherwise, create a custom report.
3. To create a custom report, use the **Generic Inquiry** designer under **System Management**. Select the Vendor (or Supplier) table and specify the fields you need: Vendor Name, Address, Phone Number, Email, Contact Name, Vendor ID, and EIN.
### Configure the report
1. In the Generic Inquiry designer, add the required fields by dragging them into the layout or specifying them in the inquiry setup.
2. Filter the vendors as needed, or leave the criteria open to include all suppliers.
3. Include all necessary address fields (which may require joins with the address table) and contact information.
### View or export
1. Once your inquiry is set up, view the results in Acumatica or export them to Excel.
## Payments to suppliers in the last 12 months
1. Look for a report under **Accounts Payable** that details payments made to vendors, such as **Vendor Payments**.
2. If no pre-built report fits, create a custom inquiry that includes Payment Date, Vendor Name, Vendor ID, Payment Amount, and Payment Type.
3. In the report settings, set a date filter to include only records from the last 12 months.
4. View the report in Acumatica or export it.
## Tips
* **Access rights:** make sure you have permission to access financial reports and vendor information.
* **Custom fields:** if a field like EIN isn't available directly, check whether it's stored as a custom attribute.
## Bring these vendors into Dash.fi
Once you've exported your vendor list, bulk import it on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from CDK
Source: https://help.dash.fi/vendors/import/cdk
Build and export a vendor list with contact information from CDK to bring your vendors into Dash.fi.
These steps build a vendor list with contact information in CDK's Report Generator so you can bring your vendors into Dash.fi.
## Create a vendor list with contact information
From the CDK Quick Launch menu, type the function `RPG` to enter the Report Generator.
1. Select **Add New Report**, then press Enter.
2. Select **Print a Report (List)**, then press Enter.
3. Select the appropriate **Company** to use, then press Enter.
4. Select **Name File**, then press Enter. This opens a screen headed **ENGLISH PROCESSOR**.
5. Select option **2** to enter Selection Criteria, then press Enter.
6. From the criteria list, highlight **Name Code/Control Type (1)**, enter an equal sign (`=`), and type `2`. You'll see `WITH N-CD EQ "2"` under the Selection Criteria heading.
7. Select option **4** to enter Output Fields, then press Enter.
8. From the criteria list, highlight each of the following fields and select it by pressing the `.` key:
* Address
* Address2
* City
* State
* Zip/Postal Code
* Name1 Company Name
* Name2 Company Name
* Telephone-Main
* Telephone-Work
* YTD AP Payments
* E-mail
9. Press **E** to return to the main ENGLISH PROCESSOR screen, then **S** to save the report. Enter a report name such as `ZEVEZVENDORLIST` and press Enter. Press **E** to exit the ENGLISH PROCESSOR.
10. From the toolbar on the far right of ADP Drive, select the **Report and Analyze** tab, then click the **Enhanced Report Generator** link under the General heading.
11. Select the `ZEVEZVENDORLIST` report from General Ledger Reports to display the results.
12. Click **Export** from the menu bar at the top.
13. Save as `[Your Company Name] Vendor List` on the desktop.
## Bring these vendors into Dash.fi
Once you've exported your vendor list, bulk import it on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from DealerTrack
Source: https://help.dash.fi/vendors/import/dealertrack
Export a vendor list with payment amounts from DealerTrack to bring your vendors into Dash.fi.
These steps export a vendor list with payment amounts from DealerTrack so you can bring your vendors into Dash.fi.
## Export the vendor list
1. If you don't have a report set up, create one by clicking **Add**. Choose a description and a year, then click **OK**.
2. To get payment amounts, go to another report: choose **General Ledger**, then **Audit Reporting**, then **Vendor Reporting**, then **Vendor Analysis**. If you already have a report set up, you can choose that instead.
3. From the home screen, choose **General Ledger**, then click **Vendors**. On the vendor screen, click **Print** to bring up a list of options.
4. Choose the options you want, then click the down arrow next to **Output Type**.
5. On the next screen, enter your email address.
6. Click **Send**. The list is sent to the email address you entered.
## Bring these vendors into Dash.fi
Once you receive the exported list, bulk import it on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or forward the file to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from Microsoft Dynamics GP (Great Plains)
Source: https://help.dash.fi/vendors/import/dynamics-gp
Export your vendor list and purchase analysis summary from Microsoft Dynamics GP (Great Plains) to bring your vendors into Dash.fi.
These steps produce two files from Microsoft Dynamics GP (Great Plains) — one with basic vendor information and one with purchase analysis — so you can bring your vendors into Dash.fi.
## Create the vendor list report
1. Select **Reports**, then **Purchasing** from the menu bar.
2. Select **Setup/Lists**.
3. Select **Vendor List** from the Reports dropdown menu.
4. Click **New** to open the Purchasing Setup Report Options window.
5. Type `VendorList` in the **Option** text box, leaving the other fields as default.
6. Click **Destination** to open the Report Destination window.
7. Select the **File** checkbox (uncheck Screen and Printer).
8. Click the folder icon:
* Click **Desktop** so the file saves to the desktop.
* Set the file name to `[Your Company Name] Vendor List` (for example, `Company ABC Vendor List`).
* Click **Save** to return to the Report Destination window.
9. Set the file format to **Excel**. If Excel isn't available, select **Comma Delimited**.
10. Click the **Replace** radio button to create a new file.
11. Click **OK**.
12. Click **Save**, then close the window.
13. In the Purchasing Setup Reports window, highlight the **VendorList** report under Options and click **Insert >>**.
14. Click **Print** to export the file to your desktop.
## Create the purchase analysis summary report
1. Select **Reports**, then **Purchasing** from the menu bar.
2. Select **Analysis**.
3. Select **Summary** from the Reports dropdown menu.
4. Click **New** to open the Purchasing Analysis Report Options window.
5. Type `ExpenseList` in the **Option** text box, leaving the other fields as default.
6. Click **Destination** to open the Report Destination window.
7. Select the **File** checkbox (uncheck Screen and Printer).
8. Click the folder icon:
* Click **Desktop** so the file saves to the desktop.
* Set the file name to `[Your Company Name] Expenses` (for example, `Company ABC Expenses`).
* Click **Save** to return to the Report Destination window.
9. Set the file format to **Excel**. If Excel isn't available, select **Comma Delimited**.
10. Click the **Replace** radio button to create a new file.
11. Click **OK**.
12. Click **Save**, then close the window.
13. In the Purchasing Analysis Reports window, highlight the **ExpenseList** report under Options and click **Insert >>**.
14. Click **Print** to export the file to your desktop.
## Bring these vendors into Dash.fi
Once you've exported both reports, bulk import your vendor list on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or send the exported files to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import them for you.
# Import your vendor list
Source: https://help.dash.fi/vendors/import/index
Bring your existing vendors into Dash.fi — bulk import a CSV, sync a connected accounting integration, or send your list to support.
When you move your payables to Dash.fi, you can bring your existing vendors with you instead of re-entering them by hand.
## Ways to bring vendors in
* **Bulk import a CSV.** On the **Vendors** tab, click **Import vendors** to upload a CSV. Dash.fi reads your file's column headers, lets you map them to vendor fields, and then creates the vendors. Row-by-row validation happens automatically as part of processing. This is the fastest way to load a list exported from another system.
* **Sync from a connected accounting integration.** If Dash.fi integrates with your accounting system — QuickBooks Online, QuickBooks Desktop, Xero, NetSuite, or Sage Intacct — connecting it syncs your vendors automatically. See [Accounting integrations](/integrations/accounting/connect-quickbooks).
* **Send your list to Dash.fi.** Prefer not to do it yourself? Send your exported file to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
## Bulk import a CSV
On the **Vendors** tab, click **Import vendors** to open the import wizard.
Download the CSV template to see the exact columns Dash.fi expects. Fill in the template, or upload your own export and map its columns in a later step.
Upload your vendor file. Only `.csv` files are supported.
Match your file's columns to Dash.fi's vendor fields (listed below). Dash.fi detects your file's headers to make this easier.
Dash.fi opens the review table with a row per vendor. Any row that can't be imported as-is is flagged with the reason (for example, an invalid currency code or email). Fix flagged rows inline, or use **Bulk actions** to update, skip, or re-enable many rows at once (see [Bulk actions](#bulk-actions)).
Click **Import all vendors**. Dash.fi validates each row as it processes it, creates the vendors that pass, and leaves the rest flagged for you to fix and retry. The import continues in the background — you can leave the page and come back later.
### Bulk actions
The review table lets you apply the same change to many rows at once instead of editing each row by hand — useful when a whole batch is missing the same field or when you want to skip a subset.
Select the rows you want to change (selection carries across pages of the table), then open **Bulk actions**. You can:
* **Set a field value** — for example, set **Currency code** to `USD` on every selected row.
* **Unset a field value** — clear a field on every selected row.
* **Change status** — mark selected rows **Ready** to include them in the next import, or **Skipped** to exclude them.
Before you confirm, Dash.fi shows how many rows the action will affect so you can double-check the scope. Bulk actions are only available while the import is in review; once processing starts, edits are locked.
### Who can act on a vendor import
A vendor bulk import is scoped to the person who started it. Only that user can **Validate**, **Process**, or **Delete** the import, edit rows, or run **Bulk actions** — the API rejects the same actions from anyone else with a **403 Forbidden**, and the buttons are hidden or disabled in the UI. Other members of the account can still open the import and read every row, its status, and its errors, so a colleague can help you diagnose a failed row even though the creator is the only one who can move the import forward. If the original creator is unavailable, delete the import and re-run it from your own account.
### Vendor fields
The import supports these fields per vendor:
| Field | Required | Notes |
| ------------- | -------- | --------------------------------------------------------------------------------------------------- |
| Name | Yes | Vendor name. The key field for each row. |
| External ID | No | Your own identifier for the vendor (for example, the Vendor ID from your accounting system). |
| Currency code | No | The vendor's currency (for example, `USD`). Defaults to `USD` when left blank. |
| Country | No | The vendor's country. Leave blank if you don't have it — you can add it on the vendor record later. |
| Contact name | No | Primary contact's first, middle, and last name. |
| Contact email | No | Primary contact email. |
| Contact phone | No | Primary contact phone. |
Your export from another system won't match these columns exactly — that's fine. Map whatever columns you have during import. Anything you can't provide now can be added to each vendor later.
## Export guides by system
Already in another system? Use the matching guide to export your vendor list, then bulk import it or send it to Dash.fi:
* [QuickBooks Online](/vendors/import/quickbooks-online)
* [QuickBooks Desktop](/vendors/import/quickbooks-desktop)
* [Xero](/vendors/import/xero)
* [NetSuite](/vendors/import/netsuite)
* [Sage Intacct](/vendors/import/sage-intacct)
* [Sage 100](/vendors/import/sage-100)
* [Sage 50](/vendors/import/sage-50)
* [Acumatica](/vendors/import/acumatica)
* [Microsoft Dynamics GP (Great Plains)](/vendors/import/dynamics-gp)
* [CDK](/vendors/import/cdk)
* [DealerTrack](/vendors/import/dealertrack)
# Export your vendor list from NetSuite
Source: https://help.dash.fi/vendors/import/netsuite
Generate a NetSuite vendor list with a spending summary to bring your vendors into Dash.fi.
If your company uses NetSuite, you can generate a vendor list that includes a spending summary, rather than tracking the information yourself. The report is generated on the NetSuite website and downloaded as an Excel file. You'll need your company's NetSuite login credentials.
## Generate the vendor list with spending summary
1. Log in to NetSuite using your company's login.
2. Go to **Reports > Purchases > Purchase by Vendor > Customize Summary**, then modify the Report Builder data:
1. Enter a name in the **Name** field.
2. Select the fields the report will include. Click the **+** sign to expand the fields under the **Vendor** field:
* **Vendor** includes the **Alt. Phone** field.
* **Address Book** (under the last Vendor field) includes the address fields you'll likely need: Address 1, Address 2, City, State, and Zip.
As you add fields, they appear on the right side of the screen.
3. Click **Save** to display the report. Adjust the date range, then export:
1. Enter the date range and click **Refresh**.
2. Click the **Excel** icon to export the file.
4. Open the Excel file, widen the columns so all text is readable, and save the file to your desktop.
## Bring these vendors into Dash.fi
You have two in-app options:
* **Sync automatically.** Dash.fi integrates with NetSuite — connecting the integration syncs your vendors with no manual export needed. See [Connect NetSuite](/integrations/accounting/connect-netsuite).
* **Bulk import your export.** Upload the file you exported on the **Vendors** tab and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import).
Prefer not to do it yourself? Send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from QuickBooks Desktop
Source: https://help.dash.fi/vendors/import/quickbooks-desktop
Export your vendor list and 1099 summary from QuickBooks Desktop to bring your vendors into Dash.fi.
These steps export your vendor information and an expense summary from QuickBooks Desktop so you can bring your vendors into Dash.fi.
## Export vendor information
1. From the Home screen, select **Reports**.
2. Choose **Vendors and Payables**, then **Vendor Contact List**.
3. Click **Modify/Customize Report**.
4. Check the appropriate fields for your QuickBooks version:
**QuickBooks versions prior to 2012:**
* Vendor
* Phone
* Alt Phone
* Street 1
* Street 2
* City
* State
* Zip
**QuickBooks 2012 or later:**
* Vendor
* Phone
* Alt Phone
* Bill from Street 1
* Bill from Street 2
* Bill from City
* Bill from State
* Bill from Zip
5. Click the **Excel** button and select **Create New Worksheet**.
6. Save the file to your desktop using the naming convention `[Your Company Name] Vendor List`.
## Create the expense report
1. From the Home screen, click **Reports**.
2. Select **Vendors & Payables**, then scroll to **1099 Summary**.
3. In the 1099 Summary screen, under **Dates**, choose **Custom** and **Date Range**, then enter the previous year's date range (for example, April 12, 2011 to April 11, 2012 for a reference date of April 11, 2012).
## Bring these vendors into Dash.fi
You have two in-app options:
* **Sync automatically.** Dash.fi integrates with QuickBooks Desktop — connecting the integration syncs your vendors with no manual export needed. See [Connect QuickBooks Desktop](/integrations/accounting/connect-quickbooks-desktop).
* **Bulk import your export.** Upload the file you exported on the **Vendors** tab and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import).
Prefer not to do it yourself? Send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from QuickBooks Online
Source: https://help.dash.fi/vendors/import/quickbooks-online
Export your supplier list and payment history from QuickBooks Online to bring your vendors into Dash.fi.
These steps export your supplier details and payment history from QuickBooks Online so you can bring your vendors into Dash.fi.
## Supplier list with detailed information
1. Log in to QuickBooks Online.
2. Go to the **Reports** menu.
3. Start from a standard report that's close to what you need. For supplier details, the **Suppliers & Payables** reports are a good place to start — look for **Supplier Contact List** if available.
4. If there's no exact match, click **Customize** on an existing report to modify it.
5. Add the fields for address, phone number, email, contact, EIN, and Vendor ID. These are added under the **Rows/Columns** section — choose **Change columns** and select the data you want.
6. Click **Run report**.
7. Click **Save customization** to give the report a recognizable name for future use.
## Payments to suppliers in the last 12 months
1. Go to the **Reports** menu.
2. Look under the **Expenses and Suppliers** reports — **Transaction List by Supplier** is a good starting point.
3. Click **Customize**.
4. Set the **Date Range** to the last 12 months.
5. In the **Filter** section, narrow to payment transactions if needed (this depends on how your QuickBooks is set up).
6. Run the report.
7. Click **Save customization** for future access.
## Tips
* If a field you need (like EIN or Vendor ID) isn't available, make sure that detail is being captured in your supplier profiles — customization is limited by the data you enter.
* Export reports to Excel for further manipulation or sharing.
## Bring these vendors into Dash.fi
You have two in-app options:
* **Sync automatically.** Dash.fi integrates with QuickBooks Online — connecting the integration syncs your vendors with no manual export needed. See [Connect QuickBooks Online](/integrations/accounting/connect-quickbooks).
* **Bulk import your export.** Upload the file you exported on the **Vendors** tab and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import).
Prefer not to do it yourself? Send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from Sage 100
Source: https://help.dash.fi/vendors/import/sage-100
Create and export a vendor list from Sage 100 to bring your vendors into Dash.fi.
These steps create a vendor list in Sage 100 and export it to Excel so you can bring your vendors into Dash.fi.
## Create the vendor list
1. Select **Vendor Maintenance** from the Accounts Payable Main module.
2. Click the magnifying glass next to **Vendor Number** (lookup).
3. Click **Custom** to start the Lookup Customization Wizard.
4. Choose **Create new view** with the description `VendorList`, then click **Next**.
5. Click the **`<<`** button to remove all items except **VendorNumber** from the Selected Columns list.
6. Select the following fields one at a time from the available fields and click the **>** button to add each:
* VendorNumber
* Division
* Name
* AddressLine1
* AddressLine2
* City
* State
* ZipCode
* PhoneNumber
* LastPaymentDate
* PaymentsYTD
* PaymentsPYR
7. Click **Finish**.
8. Change the view to the newly created **VendorList** view.
9. Click the **Export to Excel** icon (next to Print, on the bottom right of the window).
### If the Export to Excel icon is available
1. Click the **File** menu, then **Save As**.
2. Click the **Desktop** icon on the left to save to the desktop.
3. Set the file name to `[Your Company Name] Vendor List`.
4. Click **Save**, then close Excel.
### If no Export to Excel icon is available
1. Click the printer icon.
2. In the Lookup Vendor List window, click **Printer Setup**.
3. For the output type, choose **Export File**, then **OK**.
4. In Export File Options, click the folder next to the **File Name**.
5. Click the **Desktop** icon to set the save location to the desktop.
6. Set the file name to `[Your Company Name] Vendor List`, then click **Save**.
7. Click **OK** on the Export File Options window, then **OK** on the Printer Setup window.
8. Click **Print** on the Lookup Vendor List window.
## Bring these vendors into Dash.fi
Once you've exported your vendor list, bulk import it on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from Sage 50
Source: https://help.dash.fi/vendors/import/sage-50
Export your supplier list and payment history from Sage 50 to bring your vendors into Dash.fi.
These steps export your supplier details and payment history from Sage 50 so you can bring your vendors into Dash.fi.
## Supplier list with detailed information
1. Open Sage 50 and log in to your company file.
2. Go to the **Reports** menu and select **Vendors & Payables**. Look for a report that matches the details you want, such as **Vendor List** or **Vendor Contact List**.
3. If no pre-defined report includes everything you need, use the **Report Designer** (from the Reports menu) to modify an existing vendor report or start a new one.
4. In the Report Designer, add fields for the supplier's address, phone number, email, contact, EIN, and Vendor ID by dragging them from the available fields list onto your report layout.
5. Save your changes.
6. Run the report, applying any filtering criteria you need (for example, active suppliers only), then preview or print it.
## Payments to suppliers in the last 12 months
1. Open Sage 50, go to the **Reports** menu, and choose **Vendors & Payables**.
2. Look for a payments report such as **Payments by Vendor** or **Check Register**. If payments weren't only made by check, you may need a report that shows all transactions.
3. Set the date range to cover the last 12 months from today.
4. If the existing reports don't fit exactly, use the **Report Designer** to modify or create a report that includes payment details for the last 12 months, with a date-range filter applied.
5. Save any custom reports for future use.
6. Run the report, then preview or print it.
## Bring these vendors into Dash.fi
Once you've exported your vendor list, bulk import it on the **Vendors** tab — upload your file and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import). Or send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you. If you run into difficulties exporting from Sage 50, [support@dash.fi](mailto:support@dash.fi) can also help.
# Export your vendor list from Sage Intacct
Source: https://help.dash.fi/vendors/import/sage-intacct
Export your supplier list and payment history from Sage Intacct to bring your vendors into Dash.fi.
These steps export your supplier details and payment history from Sage Intacct so you can bring your vendors into Dash.fi.
## Supplier report with detailed information
1. Log in to your Sage Intacct account.
2. Open the **Reports** section or the **Purchasing** module, depending on how your Intacct is set up.
3. If no pre-built report includes all the details you need (address, phone number, email, contact, EIN, Vendor ID), create a custom report:
* Create a new report or modify an existing template.
* Add fields for the supplier's address, phone number, email, contact, EIN, and Vendor ID.
* Make sure all required fields are included in your report criteria or columns.
4. Run the report, then export it in your preferred format (such as Excel or PDF).
## Payments to suppliers in the last 12 months
1. Find the payments or accounts payable section, usually under a **Purchasing** or **Finance** module.
2. Use the search or report feature to filter payments to suppliers within the last 12 months. Use a pre-built report or create a custom one:
* Set the date range to the last 12 months.
* Include payment amount, payment date, supplier name, and any other details you need.
3. If creating a custom report, aggregate or sort the payments by supplier for a clearer overview.
4. Run the report, then export the data to Excel, PDF, or your preferred format.
## Tips
* Check Sage Intacct Help or Support for guidance specific to your version.
* Keep supplier and payment data up to date for accurate reporting.
## Bring these vendors into Dash.fi
You have two in-app options:
* **Sync automatically.** Dash.fi integrates with Sage Intacct — connecting the integration syncs your vendors with no manual export needed. See [Connect Sage Intacct](/integrations/accounting/connect-sage-intacct).
* **Bulk import your export.** Upload the file you exported on the **Vendors** tab and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import).
Prefer not to do it yourself? Send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Export your vendor list from Xero
Source: https://help.dash.fi/vendors/import/xero
Export your supplier list and payment history from Xero to bring your vendors into Dash.fi.
In Xero, suppliers are managed as **contacts**. These steps export your supplier details and payment history so you can bring your vendors into Dash.fi.
## Supplier list with detailed information
1. Log in to your Xero account.
2. Open **Contacts** from the main menu, then select **Suppliers** to view all contacts categorised as suppliers.
3. Use the **Export** option (usually a button or under a **More** dropdown) to export the list. Include detailed fields such as address, phone number, email, contact person, EIN, and Vendor ID where the export lets you customise the columns.
## Payments to suppliers in the last 12 months
1. Go to the **Reports** section from the dashboard or main menu.
2. Find a report that details payments to suppliers — for example **Account Transactions** or **Aged Payables**.
3. Customise the date range to cover the last 12 months. Filter by supplier or payment type if your business categorises transactions that way.
4. Export the report, making sure it includes payment date, amount, supplier name, and any references or notes.
## Tips
* If the default reports don't fit, create a custom report in Xero and select exactly which fields to include.
* The exact steps can vary slightly depending on your Xero version or account customisations.
## Bring these vendors into Dash.fi
You have two in-app options:
* **Sync automatically.** Dash.fi integrates with Xero — connecting the integration syncs your vendors with no manual export needed. See [Connect Xero](/integrations/accounting/connect-xero).
* **Bulk import your export.** Upload the file you exported on the **Vendors** tab and map its columns to Dash.fi's vendor fields. See [Import your vendor list](/vendors/import).
Prefer not to do it yourself? Send your export to [support@dash.fi](mailto:support@dash.fi) or your account executive and the team will import it for you.
# Vendors
Source: https://help.dash.fi/vendors/index
Manage your vendor directory — add payees, configure payment methods, map to your ERP, and monitor vendor accounts for changes.
Vendors in Dash.fi are the payees you pay through Bill Pay. The vendor directory is the central record for all your business payees — names, legal details, tax IDs, payment methods, and accounting mappings.
## What vendors are used for
* **Bill Pay** — every bill payment requires an active vendor with a configured payment method
* **Spend categorisation** — vendor records include spend category assignments that feed into accounting sync
* **ERP mapping** — vendors in Dash.fi can be mapped to corresponding vendor records in QuickBooks, Xero, or NetSuite, so payments sync to the right payee in your GL
* **Approval workflows** — vendor creation and payment method changes can be routed through your approval policy
## Vendor directory
The full vendor list is accessible from **Vendors** in the left-hand navigation. You can search, filter by status, and view all payment methods and associated bills for each vendor from the directory.
## Background monitoring
Dash.fi monitors vendor banking details for changes that may indicate fraud or error. If a vendor's bank account or routing number changes unexpectedly, the platform flags it for review before the next payment processes.
## Managing vendors
* [Manage vendors](/vendors/manage-vendors) — add vendors, configure ACH payment methods, and understand approval flows for vendor changes
* [Vendor details](/vendors/vendor-details) — contacts, tax information (EIN/SSN), vendor owners, and how to disable or delete a vendor
# Manage vendors
Source: https://help.dash.fi/vendors/manage-vendors
Add and configure vendors in Dash.fi before paying bills.
Vendors represent the payees you pay through Bill Pay. Each vendor needs to be active and have a payment method configured before you can submit a bill for ACH payment.
## Add a vendor
1. Go to **Vendors** in the left-hand menu
2. Click **New Vendor**
3. Fill in the vendor details — name, legal name, address, tax ID, and spend category
4. Click **Save**
If your approval policy requires vendor creation approval, the new vendor routes to an approver before becoming active. See [Approval workflows](/spend-management/approval-workflows) for details.
## Bulk import vendors
If you're adding more than a few vendors, use bulk import to create them from a CSV file instead of one at a time.
1. Go to **Vendors** in the left-hand menu
2. Click **Import vendors** in the top-right of the Vendors page
3. Choose **Bulk import (CSV)** from the dropdown
4. (Optional) Download the template — `vendor-import-template.csv` — to start from a pre-formatted file
5. Upload your CSV
6. Map each CSV column to the matching vendor field, then review the preview
7. Confirm to start the import
You can return to past or in-progress imports from the same dropdown by choosing **View imports**.
### CSV columns
| Field | Required | Notes |
| --------------------- | -------- | --------------------------------------------------------------------------- |
| Vendor name | Yes | Display name for the vendor |
| External ID | No | Your own reference (for example, the vendor ID from your accounting system) |
| Currency | Yes | ISO 4217 code, e.g. `USD` |
| Country | Yes | ISO 3166 code, e.g. `US` |
| Contact · First name | Yes | Primary contact's first name |
| Contact · Middle name | No | Primary contact's middle name |
| Contact · Last name | Yes | Primary contact's last name |
| Contact · Email | Yes | Primary contact's email |
| Contact · Phone | No | Primary contact's phone number |
You can upload your own export — column headers don't have to match exactly. On the mapping step, pick which CSV column feeds each vendor field. Map every required field before you continue.
### Review and fix rows
After mapping, Dash.fi parses every row and shows a preview table:
* Dash.fi flags rows with validation errors — missing required fields, invalid currency or country codes, malformed emails, and so on.
* Click any row to open it in a side sheet, fix the values inline, then save.
* You can confirm the import even when some rows still have errors. Dash.fi creates the valid rows and skips the flagged ones. Skipped rows stay visible in the import record so you can fix and retry them.
Imports run in the background. Close the page and come back later — the status updates on the **Imports** screen and on the import detail page.
### Approval policy
Imported vendors follow your existing vendor creation policy:
* If vendor creation **doesn't** require approval, Dash.fi creates imported vendors as active and ready to use.
* If vendor creation **does** require approval, each imported vendor lands as **pending** and routes to an approver before it becomes active, exactly like vendors you create through **New vendor**.
See [Approval workflows](/spend-management/approval-workflows) for how approval routing works.
## Add a payment method
Once a vendor is active, add an ACH payment method so bills can be paid:
1. Open the vendor record
2. Go to the **Payment Methods** tab
3. Click **Add payment method**
4. Enter the vendor's bank account and routing numbers
5. Save
If your policy gates payment method changes behind an approval step, the new method routes for review before it's active.
Adding or changing vendor payment methods may require approval depending on your organisation's policy. This protects against unauthorised changes to payee bank details.
## Map to your accounting platform
If you use QuickBooks, Xero, or NetSuite, match each Dash.fi vendor to its record in your accounting platform. That way card transactions and bill payments post to the right payee in your GL.
Most of the time, Dash.fi creates and links the matching vendor automatically on the first sync. When it can't, usually because the name conflicts with an existing record, link the vendor manually.
You can also link vendors up-front from the card transactions queue. When a reviewer is coding an expense and the merchant name matches an unlinked vendor in your accounting platform, Dash.fi flags the row with an amber link icon and blocks **Ready** until a vendor is picked. Selecting a vendor from the row's dropdown creates the Dash.fi vendor pre-linked to it on the next sync, instead of creating a duplicate. See [Vendor](/expense-management/coding-transactions#vendor) on the coding transactions page for the reviewer flow.
You need the **vendor:admin** permission and an active accounting connection to view or change the vendor mapping.
### Check whether a vendor is linked
1. Open the vendor record from **Vendors**
2. On the **General** tab, look for the **QuickBooks / Xero / NetSuite vendor** field at the top of the sheet
What you see tells you the current link state:
| Field state | What it means |
| ------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| A vendor name with a chain-link icon | The vendor is linked to a record in your accounting platform. The name shown is the live name pulled from that platform. |
| **Link existing \ vendor** button | The vendor isn't linked yet. Either it hasn't been synced, or the automatic create failed and you need to pick a matching record. |
| The button shows a red warning icon | The last sync attempt couldn't create the vendor in your accounting platform. Link it manually to clear the error. |
### Link a vendor manually
Use this when the automatic create has failed, or when you want to wire up an existing record before the first sync.
1. Open the vendor record and stay on the **General** tab
2. Click **Link existing \ vendor**
3. Start typing in the search box — Dash.fi searches your accounting platform by vendor name
4. Select the matching record
The link saves immediately. To re-sync any expenses that previously failed with a **Vendor creation failed** error, open the transaction and mark it ready again.
### Relink a vendor to a different record
If a vendor points at the wrong record — a duplicate, or one that's since been merged — you can switch it to a different one.
1. Open the vendor record
2. On the **General** tab, click **Change** next to the linked vendor name
3. Search for and select the correct record
Future syncs use the new mapping. Already-synced transactions aren't rewritten in your accounting platform — adjust those there if needed.
## Update vendor details
Open the vendor record and edit any field directly. Changes to sensitive fields (legal name, tax ID, payment methods) may trigger an approval step depending on your vendor update policy.
## Deactivate a vendor
Open the vendor record and set the status to **Inactive**. Inactive vendors can't be used on new bills. Existing bills already associated with the vendor are unaffected.
## Approval workflows for vendors
Your organisation can require approval for:
* Creating a new vendor
* Updating vendor details
* Adding, updating, or removing payment methods
This is configured in **Company → Policy → Vendor management**. See [Policy Manager](/spend-management/policy-manager) for setup instructions.
## FAQ
You can create a bill for an off-platform payment (wire, cheque, etc.) without an ACH payment method. For ACH payments, the vendor must have an active ACH method configured before the bill can be submitted.
Your organisation's policy requires approval for new vendor creation. The vendor will become active once an approver approves the request.
Yes. You can add multiple ACH accounts to a single vendor and select which one to use when creating a bill.
Your accounting platform rejected the vendor, usually because one with that name already exists. Open the vendor from the transaction, click **Link existing vendor** on the **General** tab, and pick the matching record. Then re-open the transaction and mark it ready to sync. The **Needs review** tab on **Accounting → Card Transactions** lists every transaction in this state.
You need the **vendor:admin** permission and an active QuickBooks, Xero, or NetSuite connection. The linking field is hidden for everyone else.
# Vendor details
Source: https://help.dash.fi/vendors/vendor-details
Manage contacts, tax information, and account settings for a vendor in Dash.fi.
Opening a vendor record shows a detail sheet with four tabs: **General**, **Contacts**, **Payment Methods**, and **Tax Details**.
## General tab
The General tab holds the vendor's core details. Editable fields:
| Field | Notes |
| -------------- | ----------------------------------------------------------- |
| Vendor name | Read-only if the vendor is synced from QuickBooks |
| Country | |
| Legal name | |
| Address | Street, city, state, ZIP, country |
| Spend category | Default category applied when this vendor appears on a bill |
| External ID | Free-text reference for mapping to an external system |
| Vendor owners | One or more Dash.fi users responsible for this vendor |
**Vendor owners** appear as a multi-user field. Owners can be used in approval policy rules to route vendor requests or payments to the right person. The user who creates the vendor is set as the default owner.
Changes to General tab fields take effect immediately and do not require an approval step.
### QuickBooks-connected vendors
If your organisation has a QuickBooks integration, you can link a vendor to a QuickBooks vendor record. When linked:
* The vendor name is locked and shows "Synced from QuickBooks"
* Contact information is pulled from QuickBooks and kept in sync
When creating a new vendor with a QuickBooks integration active, you'll be prompted to either select an existing QuickBooks vendor or create a new one alongside the Dash.fi vendor.
## Contacts tab
Contacts store the people at the vendor you interact with. The default contact is used to auto-fill the recipient email when creating a single-use card payment and when adding remittance notifications to a bill.
### Add a contact
Click **Add contact** and fill in:
| Field | Required |
| --------------- | ------------------------------------------------------------------------------------------- |
| First name | No |
| Last name | Yes |
| Email | Yes |
| Phone | No |
| Contact type | No (options: Accounts Payable, Accounts Receivable, IT, Procurement, Sales, Support, Other) |
| Default contact | — |
One contact must always be set as the default. Tick **Default contact** to designate it — the previous default is automatically unset.
### Edit or remove a contact
Click any contact row to edit. To remove a contact, open it and click **Delete**. The last remaining contact on a vendor cannot be deleted.
## Payment methods tab
The Payment Methods tab lists ACH bank accounts on file for the vendor. See [Manage vendors](/vendors/manage-vendors) for instructions on adding and removing payment methods.
Multiple ACH accounts can be saved for a single vendor. When creating a bill, you'll select which account to pay.
## Tax details tab
The Tax Details tab stores the vendor's tax identification for 1099 reporting and compliance purposes.
| Field | Notes |
| ----------- | -------------------------------------------------------------------------------------------------------------------- |
| Tax ID type | EIN (Employer Identification Number) or SSN (Social Security Number) |
| Tax ID | Formatted automatically — EIN as XX-XXXXXXX, SSN as XXX-XX-XXXX. Displayed masked to the last 4 digits after saving. |
## Disable and delete a vendor
The vendor actions menu has two separate options:
**Disable vendor** — marks the vendor as inactive. Disabled vendors can't be selected on new bills. Existing bills already associated with the vendor are unaffected. This action is reversible — open a disabled vendor and select **Enable vendor** to restore it.
**Delete vendor** — permanently removes the vendor record. This action is irreversible.
Use **Disable** if you might need the vendor again. Use **Delete** only when the vendor record should be permanently removed.
## Vendor approval request types
Your organisation can require approval for four vendor-related actions. When an action requires approval, it creates a request that routes to your configured approvers before taking effect.
| Action | What triggers it |
| --------------------- | --------------------------------------------------------- |
| Create vendor | Adding a new vendor |
| Update vendor | Changing vendor details (name, legal name, address, etc.) |
| Add payment method | Adding a new ACH bank account to the vendor |
| Remove payment method | Deleting an ACH bank account from the vendor |
Configure which actions require approval in **Company → Policy → Vendor management**. See [Policy Manager](/spend-management/policy-manager) for setup.
### Draft and resubmit
Vendor approval requests can be saved as drafts before submitting. Drafts appear in the **Vendors → Drafts** tab and are only visible to the requester until submitted.
If a request is returned by an approver, it comes back with notes explaining what needs to change. Open the returned request, make the requested edits, and resubmit.