Auto Expense claims reduce manual work by automatically managing expense claims for selected users. Use them when you want claims to be created on a regular schedule without needing to set them up manually each time.
What are Auto Expense claims?
Auto Expense claims are a feature that automatically creates expense claims for specific users in Dext.
Claims are generated on a weekly, fortnightly, or monthly schedule, and any items submitted during that period are added to the open claim.
At the end of each period, the claim closes automatically and a new claim is created.
How Auto Expense claims work
When Auto Expense claims are enabled:
A new expense claim is created automatically based on the selected frequency (weekly, fortnightly, or monthly).
Any new items submitted by users with Auto Expense claims are automatically added to their open claim.
At the end of the claim period, the expense claim closes automatically and a new claim is created.
This ensures expense claims are kept up to date without manual intervention.
Roles and permissions for Auto Expense claims
You must have the correct roles and permissions to create and manage Auto Expense claims.
Practice roles and permissions
Admin users have full permission to create and manage Auto Expense claims.
Client Admins and Standard Users must have Manage Practice’s Business enabled.
To edit a team member’s permissions:
Go to Team in the sidebar.
Click Manage next to the relevant colleague.
Select Edit privileges.
Business roles and permissions
Business Admins and User Admins have full access to create and manage Auto Expense claims.
Standard Users must have Create expense claims enabled.
To edit a user’s permissions:
Go to Users in the sidebar.
Click Manage next to the relevant user.
Select Edit privileges.
Tip: Learn about roles and permissions in Dext
How to create Auto Expense claims
Follow these steps to set up Auto Expense claims for your account.
Go to Costs > Expense claims.
Click Tools, then select Manage Auto Expense claims.
You will be guided through the setup wizard.
Step 1: Choose the claim frequency
Select how often new expense claims should be created:
Weekly
Fortnightly
Monthly
Click Next to continue.
Step 2: Choose the claim end date
Specify when expense claims should be closed:
Select a day of the week for weekly or fortnightly claims.
Select a date of the month for monthly claims.
Click Next.
Tip: You can open the calendar by clicking the calendar icon next to the date field instead of typing a date manually.
Step 3: Select users for Auto Expense claims
Choose which users should have Auto Expense claims enabled using the dropdown.
Note: All items submitted by these users will automatically be added to their expense claims.
Step 4: Include existing inbox items (optional)
Choose whether existing items in the Inbox from selected users should be added to the first expense claim.
Step 5: Save the Auto Expense claim
Click Save to complete the setup. Expense claims will now be created automatically based on your settings.
How to identify Auto Expense claims
You can identify Auto Expense claims directly from the Expense claims inbox.
Auto-created claims show Auto in the Type column.
Manually created claims show Regular in the Type column.
This makes it easy to distinguish between claims created automatically and those created manually.
How to manage or edit Auto Expense claims
You can update Auto Expense claim settings at any time.
Go to Costs > Expense claims.
Click Tools.
Select Manage Auto Expense claims.
From here, you can adjust frequencies, users, and inclusion rules as needed.
