To use the Tools menu in Dext, select 1 or more items in your Costs or Sales inbox, then choose an action from Tools. This lets you update multiple documents at the same time.
Where is the Tools menu?
The Tools menu is available in the Costs inbox, Expense claims, and Sales inbox. It appears above your document list once you're in an inbox view.
How to use the Tools menu
To use the Tools menu, select the items you want to change and then choose an action.
Go to Costs or Sales from the main navigation.
Open the relevant inbox (for example, Costs inbox or Sales inbox).
Use the checkboxes next to each item to select 1 or more documents.
Select Tools.
Choose the action you want to apply.
The selected action will apply to all selected items.
What can I do from the Tools menu?
The Tools menu lets you manage multiple documents at once. The available options may vary slightly depending on the inbox you’re in.
Export
You can export selected items in different formats.
Export as CSV
Export as PDF
Export as ZIP
Use this when you need to share or download document data outside Dext.
Merge
You can merge 2 or more items into 1.
This combines related documents into a single record. Only available for Costs and Sales documents.
For step-by-step instructions, see How to merge items in Dext.
Bulk edit
You can bulk edit selected items to update certain fields at once.
For example, you can adjust the Category field for multiple items in a single action instead of editing each one individually.
Send by email
You can send selected items by email directly from the inbox.
Dext sends a PDF and CSV file of the selected items to the email address you enter.
For step-by-step instructions and important details, see Emailing data from Dext to an external address.
Convert to Sales (Costs inbox only)
You can move an item from Costs to Sales.
Use this if a document was uploaded to the wrong inbox and needs to be treated as a sales invoice instead of a cost.
Tip: If you need to move a Sales item into Costs, use the Move to dropdown in the Sales inbox instead.
Move to archive
This removes the selected items from your active Inbox and stores them in the Archive.
Clear publishing data
You can clear publishing data for selected items.
After clearing publishing data, Dext will no longer detect that the item has already been published.
Use this if you need to republish a document. For more details, see How to republish an item.
Flag
You can flag selected items to add visual context in your inbox.
Flags can be colour-coded and labelled (for example, “Waiting on client” or “Do not process”), so your team can instantly see an item’s status without opening it.
To manage flag colours, labels, or visibility, see How to use coloured flags to organise items.
Delete
You can delete selected items from your inbox.
Deleted items are removed from the inbox but are not permanently erased. You can find and restore them from the Submission history page if needed.