Expense claims let you group and submit reimbursable expenses in one place. This guide explains how to create an expense claim in Dext - from the Costs Inbox, the Expense claims Inbox, and the mobile app - and outlines the permissions required.

Before you start

Make sure:

Your receipts or items have been submitted to Dext.
You have the correct role or permission to create expense claims. Admins can create them by default. Other users must have the Create expense claims permission enabled.

If you don’t have access, contact your account administrator.

Create an expense claim from the Costs Inbox

Go to Costs and open the Inbox.
Select the items you want to include using the checkboxes on the left.
Click Add to expense claim.

Costs inbox showing multiple cost items selected, with the option to add the selected items to an expense claim highlighted..

4. Enter the claim details:

Who the claim is for
End date (the last day expenses can be added)
Claim name (optional)

5. Click Add.

Add items to expense claim modal prompting the user to select who the claim is for, set an end date, and enter a claim name.

Supplier details

When an Expense claim is created for a user for the first time, Dext automatically creates a supplier record for that user. You can update this by opening the claim and selecting a different supplier from the Claim supplier dropdown.

Expense claim details page showing claim information such as owner, claim name, end date, currency, and publishing settings.

You can also set default suppliers for users from the Expense claims page by clicking on the Tools menu > Supplier defaults.

Expense claims inbox showing an existing expense claim, with the Tools menu open and the option to set supplier defaults highlighted.

Supplier defaults modal showing a list of users and the default supplier applied when creating expense claims for each user.

After creating the claim

The new claim appears in the Expense claims section within Costs. You can view, edit, and publish it from there. Any items that have been added to an Expense claim will be available to view from inside the claim or from the Costs Archive page.

To add more items later, select them in the Costs Inbox, click Add to existing claim, and choose the correct claim.

Create an expense claim from the Expense claims Inbox

Open the Expense claims Inbox.
Click Create expense claim.
Enter the claim details:
- Claim owner
- End date
- Claim name (optional)
Click Create.

Create expense claim modal showing fields for claim owner, end date, and claim name, with the Create button selected.

5. Open the new claim and click Add items.

Expense claim page showing an empty claim with no items added yet and an option to add items from the costs inbox.

6. Select the items and click Add to expense claim.

Add items from the cost inbox modal displaying a list of available cost items with status, supplier, category, and total amount.

Permissions: who can create expense claims?

You must have the right role or permission in your workspace.

Practice accounts

Practice Admins: Can create expense claims.
Client Admins and Standard users: Must have the Create expense claims set to Yes to create claims in the practice account. They can always create claims in client accounts they can access.

To update permissions:

Go to Team > Manage next to the user > Edit privileges.

Business accounts

Business Admins and User Admins: Can create expense claims.
Standard users: Must have Create expense claims set to Yes.

To update permissions:

Go to Users > Manage next to the user > Edit privileges.

Create an expense claim using the Dext mobile app

You can create and manage expense claims from the mobile app for quicker on-the-go submissions.

From the Costs Inbox

Log in to the mobile app.
Select items by:
- Holding an item to show checkboxes, or
- Tapping the Checkmark icon in the top right.
Tap the three dots and choose Create expense claim.
Enter the claim details and tap Create.

How to create an Expense claim from the Dext Mobile app Costs Inbox

From the Expense claims Inbox

You can create a claim before choosing items:

Log in to the mobile app.
Tap Expense claims.
Tap the + button at the top right-hand side of the screen.
Select items using the checkboxes and tap Create.
Enter the claim details and tap Create.

If no claims exist yet, tapping Create will prompt you to select items first.

Dext Mobile app Expense claims inbox showing how to add cost items from the Expense claims screen.

Add items to an existing expense claim (mobile app)

Select the items you want to add by holding an item or using the Checkmark icon.
Tap the three dots and choose Add to expense claim.
Choose the claim and tap Confirm.