Before You Start

This guide assumes you have an active Dext Prepare subscription and administrator access to your accounting software (QuickBooks Online or Xero).

Overview

20 min
Setup Time
Intermediate
Difficulty
Weekly
Maintenance

What You’ll Learn

  • How to optimize Dext publishing settings for clean data
  • Setting up automated coding rules for common expenses
  • Implementing seamless client submission workflows
  • Connecting Dext Prepare to QuickBooks Online or Xero

1. Preparation Steps

Before linking Dext, ensure your accounting software is ready:

Required for Integration

  • Bank Feeds connected and reconciled
  • Key expense categories defined
  • Supplier list up-to-date

Optional (but recommended)

  • Custom tracking categories configured
  • Default payment methods assigned
  • Review user permissions for new Dext users

2. Dext Prepare Core Features

Dext automates much of your data entry, but understanding its mechanisms is key.

Feature A: Smart Extraction & Categorization

Dext uses advanced OCR and AI to read your receipts and bills.

Pros:
  • Automatic data capture from images.
  • Line-item extraction for detailed entries.
  • Supplier matching to existing contacts.
Cons:
  • Requires initial review for accuracy.
  • Can misinterpret complex receipts.
  • Dependency on OCR quality.

Feature B: Seamless Publishing

This is how Dext integrates data into your accounting software.

Expert Tip: Dext’s strength lies in its ability to publish accurately to your accounting software. Master your publishing rules and supplier settings for a truly hands-off workflow.

3. Step-by-Step: Integrating Dext

Here is the general flow for connecting Dext to your accounting system.

Here is a sample code block to show how an expense object might look.

{
  "vendor": "Office Supplies Inc.",
  "amount": 45.75,
  "date": "2025-10-20",
  "category": "Office Expenses",
  "notes": "Monthly stationery restock"
}

4. Setting Up Dext

  1. 1

    Connect Accounting Software

    Authorize Dext to access your QuickBooks Online or Xero account. Ensure you use an admin login.

  2. 2

    Configure Publishing Rules

    Set up default categories, tax rates, and rules for specific suppliers or types of expenses. This ensures accurate coding.

  3. 3

    Add Users & Submission Methods

    Invite team members and configure their preferred way to submit receipts (email, mobile app, etc.) for streamlined collection.

Common Error: Inconsistent Supplier Names

Dext works best when supplier names are consistent. Standardize names in Dext and your accounting software to avoid duplicates and improve matching.

5. Testing Your Setup

Test Import Checklist

  • Submit a test receipt via email or mobile app
  • Verify data extraction accuracy in Dext Prepare
  • Publish the test receipt to your accounting software
  • Confirm it appears in the correct account and with the right tax

Need Help?

Get Support

Having trouble setting up Dext, or need help optimizing your expense workflow? Our experts can assist.

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