Upload Documents in Dext

Multiple Mode – for when you have several documents that you would like to capture. You can take up to 50 photos of individual documents before submitting. Dext will then separate each photo into a separate item.

Combine Mode – for when the information you need to capture is spread over several pages (up to a maximum of 50) or you have a very long receipt and all the information will not fit in one picture frame. Dext will then combine your photos into one item.

Select Costs or Sales.

Please Note: You can change this after the receipt has been uploaded and extracted by going to the Costs or Sales inbox, opening the item, going to the three dots in the top right corner of the screen and tapping Convert to Sales or Convert to Costs.

Review

After capturing the image of your receipt, you can add more contextual information to be included with your item when it is submitted.

Please note: some fields cannot be edited before the upload has finished processing because they are automatically extracted.

Press Submit.

Using the Dext Website and Emailed Invoices

Uploading receipts and invoices

To add a new Costs document:

1. Click the green + Add Documents button at the top of the page.

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The Add Documents panel will appear on the right hand side of your screen.

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2. Click on the Costs tab.

3. Select a Document owner.

If you’re using upload, fetch or dropbox and do not want to assign a document owner (for example when uploading a rent expense for which the business itself would be the document owner), select ‘None’.

Note: The document owner can be changed from the Item details page, once the document is uploaded and extracted.

4. Choose how you’d like to upload your documents:

Upload from computer.
Connect to supplier with Invoice Fetch.
Send via email – Send digital documents to your dedicated Dext Prepare email address.

Dext can extract invoices or receipts into the Costs workspace using the following file formats:

JPG
PNG
GIF
BMP
TIFF
HTML
PDF*
DOC
DOCX
ODT
RTF

File size limits: 6MB for images; 100MB for ZIP archives.

Emailing receipts and invoices

Whenever you send a receipt or invoice to your Email-in address, it will automatically be extracted and added to the Costs Inbox.

Either Sales or Costs documents can be submitted, but the email address you use will slightly differ. Receipts, Invoices or other documents can be either:

contained in the body of the email
attached to the email

In either of these cases, Dext Prepare will detect the document, extract it and present it in the costs Inbox. Please note, that hyperlinks to items in the body of the email are unable to be extracted as the extraction process is designed as read-only.

You can submit invoices or receipts of the following file types: JPG, PNG, GIF, BMP, TIFF, PDF, .zip files with images, DOC, DOCX, ODT, and RTF.

Submitting Single Documents

Forward any email containing your Costs paperwork to your ‘custom name@dext.cc‘ address. For Sales documents, forward your emails to your ‘custom name+sales@dext.cc‘ address.

Email Forwarding Addresses

Every Dext Prepare user has a unique, personalized, ‘@dext.cc’ address.

An Email-in Address is established when you first create your Dext Prepare account. You’ll be given the chance to specify an address. If you don’t create an Email-in address, we’ll automatically make one using your name and the name of your business.

You can view your Email-in address by clicking the green Add Documents button and in the Costs tab your email address can be found. Note that for Sales item uploads, you would use the Sales email address which follows the format: custom name+sales@dext.cc.

You can change your own Email-in Address from the My Details section of the My Profile menu. Enter your custom name in, and the system will automatically create your costs document email-in address and sales document email-in address to copy and use right away.

For other users that you manage on your account, navigate to My Users on the navigational sidebar, then the Manage button alongside the user for whom you want to know the email-in address , and then Edit User Details. Amend the custom name by clicking into the Email-in address text field.

If you regularly receive receipts or invoices from suppliers through email, consider setting up an email-forwarding rule. This means that documents will be automatically sent on to Dext Prepare without you having to spend any time processing them.

Adding a description to your documents

After attaching the desired documents for submission to your email, type in your desired description between two #note tabs.

For example, if you want to add the description ‘New keyboards for all staff computers’ to the document, type it into your email body like this:

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Once satisfied, send the email through, and we will add this exact description once the document has been uploaded to Dext Prepare.

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Submitting multiple items

You can submit multiple-item files via email as well. Multiple item sent by email can either be:

Individual items in the following formats that are attached to the same email: JPG, PNG, GIF, BMP, TIFF, PDF, .zip files with images, DOC, DOCX, ODT, and RTFs
A single PDF file consisting of multiple invoices on each page of the file

A multiple-item PDF, consisting of separate invoices on each page of the document

Costs documents

If you have a list of individual cost documents that matches the list above, or a single PDF that contains multiple invoices that appear on each page of that document, then forward them to your personal multi-item email-in address by using the ‘[custom name]@multiple.dext.cc‘ format.

For example, the client Nathan Campbell wants to submit three PDFs that consist of multiple invoices that appear page-by-page within each file.

Nathan attaches their multiple-item PDFs to an email, and sends it to their allocated email-in address for multiple cost items: nathan.d.campbell@multiple.dext.cc. Once it has been sent, Dext will separate each page of the attachment into individual items, before adding them to Nathan’s client account costs inbox.

For submitting multiple costs documents by email, send to your email-in address,

which uses the @multiple.dext.ccdomain.

How to set up an automated Invoice Fetch connection

Click Connections in the sidebar menu and select either Costs or Bank:
Click Full List and use the search bar to locate suppliers and banks to connect to Fetch (or browse our full list of supported suppliers ). Please note that the recommended suppliers are popular connections globally and not specifically generated for you.
Use the login details for the supplier portal to authenticate the connection
Select whether to import all historical documents hosted on the supplier portal, or the date range that you select.
Click Connect to start the connection process:
A popup will ask you to keep the tab of your browser open while Dext Prepare completes the connection. You can continue to use the Web App in another browser tab while this takes place.
If Two-Factor Authentication (2FA) is required, another popup will prompt you for the additional information. This is usually an SMS or email message with a one-use code. Enter this and click Send.
Once successful, you will return to the Connections page with the status ‘Login Successful.’ Use this screen to edit any of the details associated with a connection, or delete it.

After the initial set up, Fetch will collect any documents already present in the supplier portal and post them to the client’s inbox within 48 hours. Following that, Dext Prepare will check for and download any new documentation from the portal on a weekly basis.