A Comprehensive Guide to Uploading Bills and Receipts to Dext

Managing your bills and receipts efficiently is key to keeping your bookkeeping accurate and up to date. Since you already have your Dext account set up, this guide will walk you through the different ways to upload your documents to Dext. Whether you prefer uploading from your computer, sending via email, using the mobile app, or setting up a Fetch connection with a supplier, this post covers all the steps you need.

Uploading Bills and Receipts from Your Computer

Uploading documents directly from your computer is one of the simplest ways to get your bills and receipts into Dext. Here’s how to do it step-by-step:

1. In the web app, click the green Add Documents button at the top of the page.

2. The Add Documents panel will then appear on the right hand side of your screen. Make sure the Costs or Sales tab is selected at the top of the panel.

3. Next, select a Document Owner. If you don’t 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. Beneath Upload from Computer select how the file(s) you’re uploading are formatted:

For Costs items:

One document per file (PDF, JPG, PNG, ZIP)Upload a file containing only one transaction. To save time, you can select or drag and drop multiple individual files to be uploaded at the same time.

One document per page (PDF only)Upload one file containing multiple transactions (of up to 200 pages), with one transaction showing per page.

Note: These transactions will be split per page break, and every page will be considered its own separate item.

Auto splitting (PDF only)Upload one file (of up to 50 pages) with multiple transactions throughout the pages.For example, when a document of 10 pages containing 5 invoices is uploaded, Auto Splitting accurately locates and splits out these invoices and sends them to your Costs inbox as 5 individual items.

Sending Documents via Email to Your Dedicated Dext Extract By Email Address

If you prefer handling your bills and receipts through email, Dext offers a convenient way to forward your documents directly to your unique Extract By Email address.

Each user and account gets dedicated addresses for Costs and Sales, with two processing modes:

• Single (one document per file)

• Multiple (one document per page)

After you send an email, Dext extracts the data and adds each item to your Costs or Sales inbox.

Important: These email addresses are only for sending documents. Do not use them to log in to Dext.

Choose the right address: single vs multiple

Single (one document per file)

Use when the file contains one document, even if it has multiple pages.

• Each file becomes one item.

• You can attach multiple files to one email.

• Example: A two-page invoice becomes one item in Dext.

• Best for routine invoice and receipt submissions.

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Multiple (one document per page)

Use when each page is a different document.

• Each page becomes a separate item.

• Ideal for multi-page PDFs of individual receipts.

• Example: A 10-page PDF with 10 receipts becomes 10 items.

• Best for batch processing.

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Supported file types

You can submit:

• Images: JPG, PNG, GIF, BMP, TIFF

• Documents: PDF, DOC, DOCX, ODT, RTF

• Archives: ZIP (with images)

Submit documents by email

You can attach files or paste the document in the email body.

Submission guidelines

• PDFs can be up to 200 pages when using the Multiple address.

• Dext cannot extract password-protected attachments or documents from hyperlinks.

• You may include multiple attachments in one email.

Add a description (optional)

Include a description between two #note tags in the email body, for example:

• #note Quarterly invoices from ACME Ltd #note

When sending to the Multiple address, the same description applies to each resulting item.

Submit single-document files (Single address)

1. Copy your Single Extract by Email address from Add documents or Profile > User settings.

2. Compose a new email and attach the file (or paste it into the email body).

3. Add an optional description between #note tags.

4. Send the email.

Tip: If you regularly receive supplier invoices, set up an email forwarding rule to send them to your Single address automatically.

Submit multi-document files (Multiple address)

1. Copy your Multiple Extract by Email address from Profile > User settings (ending in @multiple.dext.cc).

2.  Compose a new email and attach the multi-page PDF.

3. Add an optional description between #note tags.

4. Send the email. Dext splits each page into a separate item.

What happens after you send documents

• Dext reads the document and extracts the data.

• Items usually appear within 30 minutes.

• When the extraction finishes, items are available in your Costs or Sales inbox.

If a document is missing

• It may have been removed as a duplicate. Check the Submission history to confirm.

• It may have gotten rejected by the system. In that case, the user whose Extract by Email address was used to submit the document will receive a notification to their login email for Dext.

Uploading Using the Dext Mobile App

The Dext mobile app is perfect for capturing bills and receipts on the go. It allows you to upload documents quickly and keep your bookkeeping up to date wherever you are.

There is an iOS version and an Android version of the Dext Mobile App.

Submitting items through the mobile app is simple:

1. Open the mobile app

2. Click the Camera button and take a picture of your receipt.

3. Select Cost document from the dropdown option in the bottom right corner of the screen.

Note: There are multiple camera modes on the Mobile App that allow any type of paper document to be captured easily.

Single Mode - for when you have one document to capture and the information is only on one page.

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.

4. Review

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

5. Press Submit.

 Note: If you've added an image to the incorrect inbox, you can change this after the receipt has been uploaded by opening the item, clicking the three dots in the top right corner of the screen and tapping Convert to Sales or Convert to Costs.

You can also submit PDF documents using the mobile app by:

1. Navigate to your Files.

2. Select the PDFs you wish to upload.

3. Click on “Share“ > “Dext”

You can also add PDFs from your gallery by:

1. Logging into your Dext Mobile App.

2. Clicking the green add button and selecting the image icon in the bottom left corner to open your gallery.

3. Select the PDF image from your gallery.

Your files will then be uploaded to your account.

Setting Up a Fetch Connection with a Supplier

Dext Fetch allows you to connect directly to your suppliers’ online accounts to automatically import bills and invoices. This saves time and reduces manual uploads.

1. Access Fetch in Dext

   In your Dext dashboard, go to Fetch or Connections.

   
   

2. Add a new supplier connection

   Search for your supplier from the list of supported providers. If your supplier is not listed, you can request support or upload manually.

   
   

3. Enter login details

   Provide your login credentials for the supplier’s online portal. Dext uses these securely to fetch your invoices.

   
   

4. Set up import preferences

   Choose how often Dext should check for new invoices and whether to import all documents or only specific types.

   
   

5. Start fetching invoices

   Once connected, Dext will automatically download new bills and receipts from your supplier’s account and process them.

   
   

6. Review fetched documents

   Check the imported documents in Dext, verify the extracted data, and approve them.

   
   

Example:

If you regularly receive invoices from a utility company or a major supplier, Fetch can save you hours by automating the upload process.

Tips for Smooth Uploading to Dext

• Keep your documents clear and complete

Blurry or incomplete scans can cause errors in data extraction.

• Use consistent naming and tagging

This helps you find documents quickly and improves organization.

• Regularly review uploaded documents

Check for accuracy and approve documents promptly to keep your bookkeeping current.

• Combine methods for convenience

Use the mobile app for receipts on the go, email forwarding for supplier invoices, and Fetch for regular suppliers.

• Secure your account

Keep your login details safe and update passwords regularly to protect your financial data.