Expense claims let you group reimbursable expenses and submit them in one place. This article covers how to create a claim on the web version of Dext. To create a claim on mobile, go to Manage expense claims in the mobile app.
Before you start
Before creating an expense claim, make sure you have items already submitted to Dext in the Costs Inbox. You'll also need the Create expense claims permission — see below for a breakdown by account type.
If you're an accountant or bookkeeper working in a client account, you can create expense claims by default — practice users act as admins in client accounts.
Practice's own business account
Practice Admins: can create expense claims by default.
Client Admins and Standard Users: must have Create expense claims set to Yes.
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.
If you don't have access, contact your account administrator. For a full overview, go to Roles and permissions in Dext
Create an expense claim from the Costs Inbox
To create an expense claim from the Costs inbox, select the items you want to include and add them to a new claim.
Go to Costs and open the Inbox.
Select the items you want to include using the checkboxes.
Select Add to expense claim.
Complete the claim details:
Who the claim is for
End date: the last day expenses can be added to the claim
Claim name (optional)
Select Add.
The new claim appears in Costs > Expense claims. Items added to a claim can be viewed from inside the claim or from the Costs Archive.
To add more items later, select them in the Costs Inbox, select Add to existing claim, and choose the claim.
Supplier details
When you create an expense claim for a user for the first time, Dext automatically creates a supplier record for that user. To use a different supplier, open the claim and choose one from the Claim supplier dropdown.
To set default suppliers for users in advance, go to Costs > Expense claims and open the Actions menu > Supplier defaults.
From there, choose a default supplier for each user from the Default claim supplier dropdown. If you leave a user set to Use the name of the user, Dext uses their name as the supplier when a claim is created for them.
Create an expense claim from the Expense claims Inbox
To create an expense claim before selecting items, start from the Expense claims Inbox.
Go to Costs and open Expense claims.
Select Create expense claim in the top right corner.
Complete the claim details:
Claim owner
End date
Claim name (optional)
Select Create.
Open the new claim and select Add items.
Select the items you want to add, then select Add to expense claim.
Tip: The Add items button is always available on a claim's details page, so you can add more items at any time. You can also add items from the Costs inbox — select the items, select Add to existing claim, and choose the claim.
What happens next
After creating an expense claim, your next step depends on your workflow:
To request sign-off before publishing, go to How to submit an expense claim for approval.
To send the claim to your accounting software, export it, or share it via email, go to How to publish, export, or share an expense claim.