Overview
You can send receipts, invoices, and other paperwork straight into Dext by emailing them to your unique Extract by Email addresses.
Each user and account gets dedicated addresses for Costs and Sales, with two processing modes:
Single (one document per file)
Multiple (one document per page)
After you send an email, Dext extracts the data and adds each item to your Costs or Sales inbox.
Important: These email addresses are only for sending documents. Do not use them to log in to Dext.
How the Extract by Email addresses work
Per user and account: Each has addresses for Single and Multiple for both Costs and Sales.
Ownership: Sending to a user address assigns that user as the Document owner. Sending to an account address leaves the owner blank.
Processing mode: The address (Single vs Multiple) determines how Dext splits and processes your files.
Note: Only users with access to all documents would be able to see documents without a Document Owner
Choose the right address: single vs multiple
Single (one document per file)
Use when the file contains one document, even if it has multiple pages.
Each file becomes one item.
You can attach multiple files to one email.
Example: A two-page invoice becomes one item in Dext.
Best for routine invoice and receipt submissions.
Multiple (one document per page)
Use when each page is a different document.
Each page becomes a separate item.
Ideal for multi-page PDFs of individual receipts.
Example: A 10-page PDF with 10 receipts becomes 10 items.
Best for batch processing.
Supported file types
You can submit:
Images: JPG, PNG, GIF, BMP, TIFF
Documents: PDF, DOC, DOCX, ODT, RTF
Archives: ZIP (with images)
Edit Extract by Email addresses
You can customise your own address or update addresses for users you manage.
Edit your own address
Go to Profile > User settings.
2. In Extract by Email, select the Business if you’re in multiple accounts.
3. Edit Your email address for Extract by Email begins with (Dext adds the correct
domain).
4. Click outside the field to save. If the name is taken, choose a different one.
Edit another user’s address
Go to Users in the sidebar.
Select Manage > Edit user details.
3. Update the Extract by email field.
4. Click outside the field to save.
Submit documents by email
You can attach files or paste the document in the email body.
Submission guidelines
PDFs can be up to 200 pages when using the Multiple address.
Dext cannot extract password-protected attachments or documents from hyperlinks.
You may include multiple attachments in one email.
Add a description (optional)
Include a description between two #note tags in the email body, for example:
#note Quarterly invoices from ACME Ltd #note
When sending to the Multiple address, the same description applies to each resulting item.
Submit single-document files (Single address)
Copy your Single Extract by Email address from Add documents or Profile > User settings.
Note: If you’re submitting Sales items, copy the address ending in +sales@dext.cc.
2. Compose a new email and attach the file (or paste it into the email body).
3. Add an optional description between #note tags.
4. Send the email.
Tip: If you regularly receive supplier invoices, set up an email forwarding rule to send them to your Single address automatically.
Submit multi-document files (Multiple address)
Copy your Multiple Extract by Email address from Profile > User settings (ending in @multiple.dext.cc).
2. Compose a new email and attach the multi-page PDF.
3. Add an optional description between #note tags.
4. Send the email. Dext splits each page into a separate item.
What happens after you send documents
Dext reads the document and extracts the data.
Items usually appear within 30 minutes.
When the extraction finishes, items are available in your Costs or Sales inbox.
If a document is missing
It may have been removed as a duplicate. Check the Submission history to confirm.
It may have gotten rejected by the system. In that case, the user whose Extract by Email address was used to submit the document will receive a notification to their login email for Dext.
Email notifications for rejected submissions
Turn on email notifications to receive a summary with the rejection reason for each file.
Go to Profile > User settings.
2. Open Bookkeeping email notifications.
3. Set On acknowledgement to Yes.
Block unwanted email addresses or domains
You can block individual senders or entire domains (wildcards supported).
Block a sender
Go to Business settings > Extraction.
Select Manage next to Blocked emails.
3. Enter the email address or domain and choose Block.
To block all addresses associated with a domain, use * and enter the domain.
Example: *@example.com blocks all emails from that domain.
Important: You need to be an Admin user to manage blocked emails for your account.
Remove a blocked sender
Click the red X beside the address you want to remove.
FAQs
What is Extract by Email?
Extract by Email lets you send receipts, invoices, and other documents to Dext by emailing them to unique addresses. Dext extracts the files and creates items in your Costs or Sales inbox.
Where do I find my Extract by Email addresses?
Go to Profile > User settings and scroll to Extract by Email. If you’re in multiple accounts, select the correct Business from the drop-down to see the right addresses.
What’s the difference between the Single and Multiple addresses?
Single treats each attached file as one item (even if the file has many pages).
Multiple treats each page in a multi-page file as a separate item - ideal for batch processing of receipts.
Which address should I use?
Use Single for routine invoices/receipts where one file = one document.
Use Multiple when a PDF contains different documents on each page (e.g., a 10-page PDF of 10 receipts).
Which file types can I email?
Images (JPG, PNG, GIF, BMP, TIFF), PDF, ZIP (with images), DOC/DOCX, ODT, and RTF.
Can I paste a document into the email body?
Yes. You can attach files or place the document directly in the email body.
Can I include multiple attachments in one email?
Yes. Attach as many files as needed; Dext will process them according to the address type (Single vs Multiple).
Is there a page limit for PDFs?
Yes. PDFs sent to a Multiple address can be up to 200 pages.
Can Dext extract documents from links?
No. Dext cannot extract from hyperlinks. Attach the files or paste the content into the email body.
How do I add a description to my submission?
Add it between #note tags in the email body, for example: #note January invoices #note. When using a Multiple address, the description is applied to each resulting item.
How long does processing take?
Items typically appear within 30 minutes after you send the email.
What happens if my document is missing?
It may have been auto-removed as a duplicate. Check the Submission history to confirm.
Who becomes the Document owner?
If you email a user's Extract by Email address, that user is set as the Document owner. If you email the account address, the owner field is left blank.
Can I change my Extract by Email address?
Yes. In Profile > User settings, edit the field under Extract by Email. Click outside the field to save. If the name is taken, choose another.
Can I edit another user’s address?
Admin users can. Go to Users > Manage > Edit user details, then update the Extract by Email field and click outside to save.
Can I forward supplier emails automatically?
Yes. Create a forwarding rule in your email client to send invoices straight to your Single address.
Are these addresses used for login?
No. Extract by Email addresses are only for sending documents to Dext. Do not use them to log in.
How do I get notified about rejected files?
Go to Profile > User settings > Bookkeeping email notifications and set Acknowledgement to Yes to receive email summaries with rejection reasons.
How do I block unwanted senders or domains?
Go to Business settings > Extraction > Manage (next to Blocked emails), add the email or domain, and choose Block. Wildcards are supported (e.g., blocking @example.com blocks the entire domain). To unblock, click the red X next to the entry.