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Upload Documents in Dext

Updated

This guide explains how to upload receipts and invoices to Dext using the mobile app, website, email, or Invoice Fetch.

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Using the Dext Mobile Application

Download the mobile app for iOS or Android:

iOS: Dext: Expense Tracker App

Android: Dext: Expense Tracker App

Capturing receipts and invoices (Mobile)

Submitting items through the mobile app is simple:

  1. Open the mobile app
  2. Take a photo of your receipt
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Camera modes (choose the right one)

The mobile app includes multiple camera modes to help you capture documents accurately:

  • Single Mode Use when you have one document on one page. 
  • Multiple Mode Use when you have several separate documents. You can take up to 50 photos, and Dext will split each photo into its own item. 
  • Combine Mode Use when one document spans multiple pages or the receipt is very long. You can take up to 50 photos, and Dext will combine them into one item.
  1. Select Costs or Sales
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Note: You can change this later. Open the item in the Costs or Sales inbox, tap the three dots (top right), and select Convert to Sales or Convert to Costs.
  1. Review

After capturing the image, you can add additional details before submitting.

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Note:  Some fields can’t be edited until extraction finishes because they’re populated automatically.
  1. Press Submit.
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Once submitted, the item will appear in your inbox after processing.

Using the Dext Website

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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  1. The Add Documents panel will open on the right side of the screen
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  1. Click the Costs tab
  2. Select a Document owner

If you don’t want to assign a document owner (for example, rent expenses for the business), select None.

Note: The document owner can be changed later from the Item details page after extraction.

 

Choose your upload method

You can upload documents using any of the following:

Supported file formats

Dext can extract documents in these formats:

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

File size limits:

Images: up to 6 MB ZIP files: up to 100 MB

Once uploaded, documents will appear in your Costs Inbox after processing.

Emailing receipts and invoices

When you email a receipt or invoice to Dext, it will automatically be extracted and added to your inbox.

Documents can be:

  • Included in the email body, or 
  • Attached to the email
Note: Hyperlinks in the email body cannot be extracted.

Email addresses (Costs vs Sales)

  • Costs documents: customname@dext.cc 
  • Sales documents: customname+sales@dext.cc

Each Dext user has a unique email-in address created during setup.

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Changing you email-in addres

You can update your email-in address from:

My Profile → My Details

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For other users:

  • Go to My Users 
  • Click Manage 
  • Select Edit User Details 
  • Update the custom name
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Tip:  If you regularly receive supplier invoices by email, setting up an email-forwarding rule can save time by sending them to Dext automatically.

Adding a description to your documents

To add a description, type it between two #note tags in the email body.

Example:

#note New keyboards for all staff computers #note

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The description will be applied automatically once the document is processed.

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Submitting multiple documents by email

You can submit multiple documents in one email by either:

  • Attaching multiple individual files, or
  • Sending one PDF with multiple invoices, one per page
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Multiple costs documents

For multiple Costs documents, send them to:

customname@multiple.dext.cc

Example:

Nathan Campbell sends three PDFs containing multiple invoices to:

nathan.d.campbell@multiple.dext.cc

Dext will split each page into individual items and add them to the Costs Inbox.

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Setting up an automated Invoice Fetch connection

Invoice Fetch automatically pulls invoices from supplier portals.

  1. Click Connections in the sidebar and choose Costs or Bank
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  1. Click Full List and search for your supplier or bank.
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  1. Log in using the supplier portal credentials
  2. Choose whether to import: 
    • All historical documents, or 
    • A specific date range 
  3. Click Connect
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During setup

  • Keep the browser tab open while the connection completes 
  • If prompted for 2FA, enter the one-time code sent by SMS or email
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What happens next

  • Existing documents are imported within 48 hours 
  • New documents are fetched weekly 
  • The connection status will show Login Successful

You can edit or delete connections from the Connections page.

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