Submitting expenses

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.

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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: Each tab shows a live count badge so you can see at a glance how many items need attention.

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Expense statuses

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Filling in an expense

Click any expense row to open the expense sheet. The sheet has three tabs: Overview, Notes, and Activity.

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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.

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Memo

Type a description of what the purchase was for. The memo saves automatically as you type.

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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.

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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. 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 for details.

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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.

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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.

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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.

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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.

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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.