How to Set Up Dext for Your Team

By the end of this guide your staff will send receipts and invoices into one Dext account, connected to your accounting software, with an admin who controls who sees what. Dext captures financial documents and reads their data, so its job is to cut down manual entry before your books.

Before you start

Choose one Business Admin, usually the owner or office manager. That person manages the subscription and can add other admins. Find out which accounting software your accountant uses and whether they already have a Dext practice account.

Dext’s help center describes Dext Business as a single plan that scales with the number of users.

Plan	What it adds for a team	Price as listed
Dext Business	5 users and 250 documents per month, bank feeds, expense claims and approval workflows	$25.21 per month, or $302.50 billed annually, excluding tax
Each added user	50 more documents and larger extraction allowances	See the current price on Dext’s pricing page

The base plan also includes 10 sheets of Bank Statement Extraction, 5 supplier statements and 5 documents with Line Item Extraction, according to the plans article. Annual plans are billed upfront. Dext offers a 14-day free trial with no payment details required.

Create the account and workspace

1. Go to app.dext.com/en/signups and select For businesses.
2. Start the free 14-day trial.
3. Follow the setup checklist Dext shows when you first sign in.
4. Open Business settings in the bottom-left navigation. Your profile, connections, extraction preferences and subscription live there.

Download the Dext mobile app from the App Store or Google Play and sign in with your Dext credentials, so staff can photograph receipts on the go.

Invite your team

Dext’s user article covers this. Only Business Admins and User Admins can add users.

1. Go to Users in the Dext web app.
2. Select Add a user.
3. Enter the details and choose whether the person gets login access.
4. Select Next and choose a role.
5. Review any extra permissions.
6. Choose to send the invitation by email or text message, then select Add.

To add several people, select Add multiple users in the top-right corner. You can type the details or upload a CSV file. Users without login access cannot view items, but they can submit documents by email.

Set the admin and data settings

Dext’s roles article describes three roles.

• Business Admin. Can do everything, including managing the subscription.
• User Admin. Can add and suspend users, change account-wide settings and manage the accountant link. Cannot add Business Admins or buy, upgrade or cancel the subscription.
• Standard User. Can submit, view and edit their own items.

An admin can give a Standard User extra options, such as Access all documents, Create expense claims and publishing permissions. Dext says only Admins can open the Bank workspace, so Standard Users never see bank statements.

To invite your accountant, a Business Admin or User Admin goes to Business settings, then Accountant, enters the accountant’s email and clicks Send invite. Dext says your accountant must use a Dext practice account. Ask your accountant before you let anyone publish to your books.

Connect your other apps

Dext says connecting your accounting software lets it import your chart of accounts and contacts and push data to your records when you publish. Go to Business settings, then Connections, and select your accounting software. Dext’s help center lists Xero, QuickBooks Online and Sage among the supported platforms. The plans article says publishing works with over 36 accounting integrations. If you do not use accounting software, Dext says you can still capture documents and export the data manually.

Tasks to try first

Turn on the new-supplier warning

This helps when a mis-read name could create a duplicate supplier in your books. Dext says new suppliers created in Dext are also created in your accounting software when published.

1. Business Settings > Connections
2. Click Manage next to your accounting software
3. Select Settings
4. Turn on "Warn me when creating a new supplier" under General

Group a supplier’s spelling variants

This helps when the same vendor appears as “Acme Ltd” and “Acme Inc”.

1. Costs > Suppliers
2. Click the supplier name
3. Scroll to the Aliases section
4. Enter the other name and click Add

Give Dext AI Assist one clear instruction

This helps when a regular supplier is always coded the same way. Dext AI Assist is a documented assistant that works from guidance you write, so use plain words and confirm the category with your accountant first.

For receipts from [supplier name], suggest the category [category your accountant approved].
Flag any receipt from [supplier name] over [amount] for my review instead of applying it.

Common problems

Dext’s supplier article says deleting a supplier in Dext that also exists in your accounting software will cause it to sync back. Delete it in the accounting software first. Dext also says merging suppliers cannot be undone.