How to use Dext to Automate Your Bookkeeping Fast in 2026?

Quick Start

This guide covers every Dext feature:

• Getting Started — Create your account and connect your accounting software
• How to Use Costs Inbox — Collect every supplier invoice in one inbox before you process it
• How to Use Capture Receipts & Invoices — Snap a photo of any receipt with the Dext mobile app in seconds
• How to Use Submission History — Track every item you submit and see exactly where it landed
• How to Use Automating Expense Workflow — Set supplier rules once and let Dext handle repeat costs for you
• How to Use AI Bookkeeping Automation — Let OCR and AI read your documents instead of typing data by hand
• How to Use Business Management — Invite your team and clients so everyone can work collaboratively
• How to Use Integrate with Accounting Software — Connect Dext to Xero, QuickBooks, or Sage in about two minutes
• How to Use Receipt and Invoice Capture — Send documents by email, web app, or mobile app whenever suits you
• How to Use Data Health and Insight — Spot missing details before bad financial data reaches your ledger

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I have run Dext across two client books for eight months and tested every feature here.

This article comes from real hands-on work, not vendor screenshots.

Dext is one of the sharpest document capture tools in accounting software today.

Most people only ever use it to submit receipts.

This guide shows you how to use Dext properly, feature by feature.

Step by step, with screenshots and pro tips.

Dext Tutorial

This How to use Dext tutorial walks you through Dext Prepare from first login to advanced automation.

Dext

Stop typing receipts into spreadsheets. Dext reads your invoices with OCR and AI, then sends clean financial data into over 30 accounting software platforms. Snap a photo, forward an email, or let Dext pull invoices from supplier portals on its own.

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Getting Started with Dext

Before using any feature, finish this one-time setup.

It takes about three minutes.

Here is what the first week actually looked like for me:

Now let’s walk through each step.

Step 1: Create Your Account

Go to the Dext website and click Start Free Trial.

Enter your email and create a password for your new Dext account.

✓ Checkpoint: Check your inbox for the confirmation email.

Step 2: Access the Web App or Mobile App

Open the web app in any browser, or install the Dext app on your phone.

Both use the same login, so you can switch freely.

Here is what the main screen looks like:

✓ Checkpoint: You should land on the costs dashboard.

Step 3: Connect Your Accounting Software

Pick your accounting software during onboarding and authorise the connection.

Add your bank account too, so the bank feed can match published costs later.

How to Use Dext Costs Inbox

Costs Inbox lets you collect every supplier invoice in one place before you process it.

Here’s how to use it step by step.

Step 1: Open the Costs Inbox

Log in to the Dext web app.

Click Costs in the left menu.

Step 2: Add Your Documents

Drag receipts, invoices, or pdfs straight onto the page.

You can also add files from Google Drive or Dropbox.

Here’s what this looks like:

✓ Checkpoint: Every document you add shows a processing badge within seconds.

Step 3: Review and Publish

Open one document and check the vendor, date, and tax fields.

Hit publish to push it into your accounting software.

How to Use Dext Capture Receipts & Invoices

Capture Receipts & Invoices lets you capture a paper receipt with your phone the second you are handed it.

Here’s how to use it step by step.

Step 1: Install the Dext App

Download the Dext app from the App Store or Google Play.

Log in with the same Dext account you use on desktop.

Step 2: Pick Your Capture Mode

Single mode sends one document at a time.

Multiple mode lets you shoot several documents in one session.

Here’s what this looks like:

✓ Checkpoint: The photo shows a green tick once capturing finishes.

Step 3: Add a Note and Submit

Type a short note so the cost stays relevant at month end.

Tap submit and the image uploads on its own.

How to Use Dext Submission History

Submission History lets you see every item you submit and check what happened to it.

Here’s how to use it step by step.

Step 1: Open the History Screen

Click your name, then choose Submission History.

The screen lists each upload by date.

Step 2: Filter What You Need

Filter by user, source, or status to find one document fast.

Email, mobile, and web app uploads all appear here.

Here’s what this looks like:

✓ Checkpoint: Each row shows the source, the date, and the current status.

Step 3: Fix Anything Stuck

Open failed items and re-submit them in one click.

Most failures come from blurry photos or password-locked pdfs.

How to Use Dext Automating Expense Workflow

Automating Expense Workflow lets you set rules once so repeat suppliers need no manual work at all.

Here’s how to use it step by step.

Step 1: Create a Supplier Rule

Open a published item from a supplier you see every month.

Click Create Rule at the bottom of the details panel.

Step 2: Turn On Auto Publish

Toggle auto publish so matching items skip the review queue.

Set the category and tax code the rule should apply.

Here’s what this looks like:

✓ Checkpoint: New items from that supplier arrive already coded.

Step 3: Set the Paid Status

Mark the rule as paid if the supplier bills by direct debit.

Save the rule and it runs on the next matching document.

How to Use Dext AI Bookkeeping Automation

AI Bookkeeping Automation lets you read data off your documents with OCR and AI instead of typing.

Here’s how to use it step by step.

Step 1: Upload a Batch

Drop a zip file of scans into the costs page.

Dext unpacks it and queues each file.

Step 2: Check the Extracted Fields

Dext pulls supplier, date, total, and tax automatically.

Line item extraction breaks longer invoices into separate rows.

Here’s what this looks like:

✓ Checkpoint: Key fields fill themselves before you type a thing.

Step 3: Approve the Data

Correct anything odd, then approve the item.

Every correction teaches the engine your habits.

How to Use Dext Business Manager

Business Management lets you bring your team and your clients into one shared workspace.

Here’s how to use it step by step.

Step 1: Open Team Settings

Click the gear icon, then choose Team.

Select Invite User.

Step 2: Set Each Role

Give staff submit-only access and give bookkeepers full access.

Roles stop junior users from publishing by mistake.

Here’s what this looks like:

✓ Checkpoint: Invited users appear as pending until they accept.

Step 3: Assign Clients

Practice accounts can assign clients to specific team members.

Each user only sees the business they are assigned to.

How to Use Dext Accounting Software

Integrate with Accounting Software lets you push finished items straight into the accounting software you already run.

Here’s how to use it step by step.

Step 1: Open Integrations

Go to Account Settings, then Integrations.

Dext connects to over 30 accounting software platforms.

Step 2: Authorise the Connection

Click connect and log in to your accounting platform.

Approve the permission screen to link the two systems.

Here’s what this looks like:

✓ Checkpoint: The integration tile turns green once the link is live.

Step 3: Match Your Accounts

Map Dext categories to your chart of accounts.

Link your bank account so the bank feed matches published costs.

How to Use Dext Receipt and Invoice Capture

Receipt and Invoice Capture lets you send documents in by email, web app, or phone.

Here’s how to use it step by step.

Step 1: Find Your Dext Email Address

Open Account Settings and copy your Dext email address.

Every business gets a unique address.

Step 2: Forward Your Invoices

Forward supplier emails to that address and Dext processes the attachment.

Create automatic email rules in Gmail or Outlook to skip the forwarding.

Here’s what this looks like:

✓ Checkpoint: Forwarded documents appear in the costs inbox within a minute.

Step 3: Add Supplier Statements

Upload supplier statements so Dext can match them against invoices.

Missing bills show up immediately.

How to Use Dext Data Health and Insight

Data Health and Insight lets you catch gaps in your financial data before they reach your books.

Here’s how to use it step by step.

Step 1: Open the Insights Page

Click Insights in the main menu.

Dext scores your data health out of 100.

Step 2: Review Flagged Items

Duplicates, missing tax numbers, and unmatched transactions appear here.

Each flag links straight to the document.

Here’s what this looks like:

✓ Checkpoint: The flagged list shrinks as you clear each warning.

Step 3: Fix and Re-Publish

Edit the item, then publish the corrected version.

The score updates on the next refresh.

Dext Pro Tips and Shortcuts

After eight months of navigating Dext daily, these are the tips that stuck.

Keyboard Shortcuts

Hidden Features Most People Miss

• Fetch: Dext can log in to supplier portals and automatically pull invoices each month.
• Bulk edit: Select several documents, then set the category and tax code in one action.
• Sales invoices: Dext handles sales documents too, not just costs.

Dext Common Mistakes to Avoid

Mistake #1: Publishing Before You Check the Data

Mistake #2: Photographing a Long Receipt in One Shot

Mistake #3: Skipping the Accounting Software Connection

Dext Troubleshooting

Problem: Documents Stay Stuck in Processing

Cause: The image is blurry, or the pdf is password protected.

Fix: Re-shoot the receipt in good light, or remove the password and upload again.

Problem: Email Submissions Never Arrive

Cause: You sent them to the wrong Dext email address.

Fix: Copy the exact address from account settings and send one document per email.

Problem: Published Items Are Missing in Your Ledger

Cause: The integration token expired after a password change.

Fix: Reconnect the integration, then re-publish the affected items.

📌 Note: If none of these fix your issue, contact Dext support.

What is Dext?

Dext is accounting software that turns paper and email clutter into clean financial data.

Think of it as a translator sitting between two systems: your suppliers and your books.

Watch this quick overview:

It includes these key features:

• Costs Inbox: One inbox that holds every cost document you send in
• Capture Receipts & Invoices: Photo capture that turns paper into data on the spot
• Submission History: A full log of what you sent and where it went
• Automating Expense Workflow: Rules that publish repeat costs without you touching them
• AI Bookkeeping Automation: OCR and AI extraction that removes manual data entry
• Business Management: Team access, roles, and client folders in one place
• Integrate with Accounting Software: Direct links to 30+ accounting platforms and thousands of banks
• Receipt and Invoice Capture: Four submission routes, including a personal email inbox
• Data Health and Insight: Checks that flag duplicates and missing details

Dext also gives you a secure environment for storing every receipt and invoice.

For a full review, see our Dext review.

Dext Pricing

Here is what Dext costs in 2026:

Free trial: Yes — 14 days, no card needed to start.

Money-back guarantee: No formal guarantee, but you can cancel before renewal.

💰 Best Value: Annually Subscription at $25.21 — the yearly commitment beats monthly billing.

Dext vs Alternatives

So how does Dext compare? Here is the landscape:

Quick picks:

• Best overall: Dext — the most accurate extraction of the group.
• Best budget: Hubdoc — free on several Xero plans.
• Best for beginners: Wave — nothing to configure on day one.
• Best for staff expenses: Expensify — built for people who travel.

🎯 Dext Alternatives

Looking for Dext alternatives? Here are the options worth a look:

• 🌟 Xero: Full accounting software with strong bank feed support and a huge app marketplace.
• 🏢 Sage: Long-standing accounting software built for growing businesses with payroll needs.
• 💰 Zoho Books: Affordable books with solid invoicing for small teams watching costs.
• ⚡ Synder: Syncs sales and payment transactions from Stripe, PayPal, and Shopify.
• 📈 Easy Month End: Focused on closing the month quickly with reconciliation checklists.
• 🧠 Docyt: AI bookkeeping with revenue matching for multi-location businesses.
• 🚀 Puzzle IO: Real-time accounting built for startups that live in Stripe.
• 🔧 RefreshMe: Lightweight receipt handling for very small teams and sole traders.
• 👶 Wave: Free invoicing and accounting for freelancers just getting started.
• 💼 Quicken: Personal and small business finance tracking in one app.
• ⭐ Hubdoc: The closest rival, bundled free with some Xero plans.
• 📱 Expensify: Expense reports and card reconciliation for staff on the road.
• 🔥 QuickBooks: The most widely used accounting software in the United States.
• 🎯 AutoEntry: Sage-owned data capture with credit-based pricing that suits low volume.
• 🎨 FreshBooks: Clean invoicing and time tracking aimed squarely at service businesses.
• 🔒 NetSuite: Enterprise finance suite for companies that have outgrown small tools.

For the full list, see our Dext alternatives guide.

⚔️ Dext Compared

Here is how Dext stacks up against each one:

• Dext vs Xero: Xero keeps the ledger, Dext feeds it. Most firms run both together.
• Dext vs Sage: Sage handles full accounting. Dext handles the paperwork that feeds Sage.
• Dext vs Zoho Books: Zoho Books is cheaper overall. Dext captures documents far more accurately.
• Dext vs Synder: Synder syncs sales transactions. Dext captures costs and supplier invoices.
• Dext vs Easy Month End: Easy Month End closes books. Dext gets the source documents in first.
• Dext vs Docyt: Docyt bundles more bookkeeping. Dext is simpler and faster to learn.
• Dext vs Puzzle IO: Puzzle IO suits venture-backed startups. Dext fits any business with paper receipts.
• Dext vs RefreshMe: RefreshMe is lighter and cheaper. Dext scales to bigger document volumes.
• Dext vs Wave: Wave is free but basic. Dext wins on extraction accuracy and integrations.
• Dext vs Quicken: Quicken tracks personal finances. Dext is built for business bookkeeping.
• Dext vs Hubdoc: Hubdoc is free with Xero. Dext reads line items and handles supplier statements better.
• Dext vs Expensify: Expensify owns staff expense claims. Dext owns supplier invoices and costs.
• Dext vs QuickBooks: QuickBooks is the ledger. Dext removes the typing that QuickBooks demands.
• Dext vs AutoEntry: AutoEntry charges per credit. Dext costs more but processes faster.
• Dext vs FreshBooks: FreshBooks focuses on sales invoices. Dext focuses on incoming costs.
• Dext vs NetSuite: NetSuite is enterprise scale. Dext is affordable for small and mid-sized firms.

Start Using Dext Now

You now know how Dext works across every major feature:

• ✅ Costs Inbox
• ✅ Capture Receipts & Invoices
• ✅ Submission History
• ✅ Automating Expense Workflow
• ✅ AI Bookkeeping Automation
• ✅ Business Management
• ✅ Integrate with Accounting Software
• ✅ Receipt and Invoice Capture
• ✅ Data Health and Insight

Next step: pick one feature and try it today.

Most people start with the Costs Inbox.

It takes less than five minutes.

Frequently Asked Questions

Is Dext easy to use?

Yes. Most users submit their first receipt within ten minutes of signing up. The mobile app is simple, and the web app follows a clear costs inbox layout.

How does Dext software work?

You upload a document, Dext reads it with OCR and AI, then extracts supplier, date, tax, and total. You review the details and publish to your accounting software.

How to use Dext for expenses?

Capture each expense with the mobile app or forward the invoice to your Dext email address. Review the extracted details, add a note, then publish it.

How do I send receipts to Dext?

Four ways: photograph them in the Dext app, drag files into the web app, forward them to your Dext email address, or upload a zip file.

How do you use Dext?

Create your account, connect your accounting software, then submit items by app, email, or upload. Dext extracts the data and you publish it to your books.