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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.

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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. 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.

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Expense lifecycle

Needs coding → Draft → Submitted → Approved → Ready to Sync → Synced
                             ↘ Needs Review → (cardholder corrects) → Resubmitted
                                                                    ↘ Sync Failed (retryable)
StatusMeaning
Needs codingTransaction captured — no submission started yet
DraftCardholder has started filling in details but not yet submitted
SubmittedCardholder has submitted for review
ApprovedApprover has approved the expense
Needs ReviewSent back to the cardholder for correction
Ready to SyncFinance has marked it ready for GL sync
SyncedSuccessfully pushed to the connected accounting platform
Sync FailedSync attempt failed — retryable without re-triggering approvals

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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.

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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.

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Approval routing

You configure approval rules in the 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.

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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.

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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

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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.