You can manage all your expense claims in Dext - from reviewing and editing details to adding items, assigning suppliers, and exporting them for accounting. This guide explains each step clearly, so you can keep your claims accurate and ready for reporting.
View and edit expense claims
You can view, review, and edit any of your existing expense claims from the Costs section.
View your expense claims
Go to Costs > Expense claims to see all the claims you’ve created.
Click a claim row to open it and view its details. You’ll see every item included in that claim.
Use the Advanced search bar above the items to quickly locate any document added to the claim.
Review and edit claim details
Inside the expense claim:
Click any listed transaction to view or edit its original details.
You need to add a Category to each item before you can publish the claim to your integrated accounting software.
Use the Claim details panel on the right to edit information such as the Claim name, End date, or Claim description.
Check the Audit trail to see who created, processed, or viewed the claim.
Manage supplier information
When an Expense claim is created for a user for the first time, a supplier is automatically created.
You can adjust an Expense claim’s supplier on the Claim Details page by selecting the desired supplier from the Claim supplier drop-down.
You can also set a default supplier for each user from Costs > Expense claims > Tools > Set supplier defaults. This supplier will be automatically applied to all new expense claims for that user.
Preview before publishing
When your edits are complete, click PDF preview to see how your Expense claim will look when it’s published, downloaded, or shared. Click the Refresh button before viewing the PDF preview to ensure any changes you made to the claim are updated.
You can publish an expense claim by clicking Publish in the Claim details panel.
Alternatively, you can publish expense claims directly from the list under Costs > Expense claims.
Add or remove items in an Expense claim
Add and remove items from an Expense claim to make sure all reimbursable costs are assigned to the correct person.
Add more items to an existing claim from the Costs inbox
Go to your Costs inbox and select the items you want to add using the checkboxes.
Click Add to expense claim.
3. Choose an existing claim from the list, then click Add.
Note: After you add items to an expense claim, they may be moved to the Archive tab with the status Expense claim, depending on the account settings.
Add more items to an existing claim from the Claim details page
Go to Costs > Expense claims and select the claim
Click a claim row to open it
Click Add items on the left-hand side of the screen.
4. Select the items you want to add using the checkboxes.
5. Click Add to expense claim
Remove items from a claim
Go to Costs > Expense claims and open the relevant claim.
Click the red cross next to the item(s) you want to remove.
Once removed, those items move back to your Costs inbox for reassignment or further review.
Enable image sharing
Image sharing allows you to include clickable links to images of original receipts or documents when publishing, exporting, or sharing your Expense claim. To enable image sharing:
Go to Business settings > Exports.
Scroll to Image sharing.
Toggle the Image sharing option to Yes.
Once enabled, any exported PDF of an Expense claim will include embedded links to view the associated images online.
Important: Anyone who receives the PDF can click the embedded links to view the images, even if they don’t have a Dext account.
Export an Expense claim
When your Expense claim is complete, you can export it as a PDF or CSV for review, sharing, or recordkeeping.
Go to Costs > Expense claims.
Tick the checkbox next to the claim you want to export.
Click Tools > Export from the top toolbar.
4. Choose PDF (image) or CSV, then select the level of detail you want to export -
only the claim summary, only the individual receipt details, or both.
5. Then click Export.
You can also email the claim by selecting Send by email under the Tools.
Manage Expense claims in the mobile app
You can review, edit, and submit Expense claims using the Dext mobile app for added flexibility.
Review expense claims
Tap Exp. claims at the bottom of the screen.
From your Inbox, open the expense claim you want to review.
Tap Summary to edit claim details or add a description (Optional).
Tap any listed item to edit individual item details (Optional).
Note: You can also request approval or submit your expense claims for approval if this is part of your company’s process.
Add items to an existing claim
Tap Exp. claims at the bottom of the screen.
Open the expense claim you’d like to edit.
Tap the three dots and select Add items.
Choose the items to include, then tap Confirm > Close.
Add an item you’re viewing to an Expense claim in the mobile app
Tap Costs at the bottom of the screen.
Open the item you want to add.
Tap the three dots in the top-right corner and select Add to expense claim.
Select the relevant claim and tap Confirm.
FAQ
How can I view and edit an Expense claim in Dext?
Go to Costs > Expense claims to see all your existing claims. Click a claim row to open it and view its details. Inside the claim, you can edit any item, update the Claim name, End date, or Description, and review the Audit trail to see who created or edited the claim.
How do I assign or change a supplier on an expense claim?
When an expense claim is created for the first time, a supplier is automatically generated using the claim owner’s name. To change it, open the claim and select a new supplier from the Claim supplier dropdown. You can also set a default supplier for each user by going to Tools > Set supplier defaults - this will automatically apply to new claims.
Can I preview my expense claim before publishing it?
Yes. Click PDF preview to see exactly how your expense claim will appear when it’s published, downloaded, or shared. This helps you confirm all details before finalizing. You may need to click the Refresh button before viewing the PDF preview to ensure any changes you made to the claim are updated.
How do I add items to an existing expense claim?
From your Costs inbox, select the items you want to add using the checkboxes. Click Add to expense claim, choose the existing claim, and then click Add. The items will move from your inbox to the Archive with the status Expense claim. You can also add items directly from the Claim details page using the Add items button.
How do I remove items from an expense claim?
Go to Costs > Expense claims, open the claim you want to edit, and click the red cross next to the item(s) you want to remove. Removed items will automatically return to your Costs inbox.
What is image sharing, and how do I enable it?
Image sharing lets you include clickable links to images of receipts or documents in exported expense claims. To enable it, go to Business settings > Exports, scroll to Image sharing, and toggle the switch to Yes. Once enabled, recipients can view the images without a Dext account.
How do I export an expense claim as a PDF or CSV?
To export, go to Costs > Expense claims and tick the checkbox next to the claim. Then click Tools > Export, choose PDF or CSV, the level of detail you want to export (only the claim summary, only the individual receipt details, or both), and then select Export. You can also email the claim by selecting Send by email under Tools.
Can I manage expense claims from the mobile app?
Yes. Tap Exp. claims at the bottom of the screen to review or edit your expense claims. You can update details, add descriptions, and submit claims for approval directly from your phone.
How do I add items to an expense claim in the mobile app?
To add items, open the Exp. claims tab, select the claim you’d like to update, and tap the three dots in the top-right corner, then Add items. Choose the items to include, then tap Confirm > Close.
How do I add an individual item to an expense claim on mobile?
Go to Costs at the bottom of the screen and open the item you want to add. Tap the three dots in the top-right corner, select Add to expense claim, choose the relevant claim, and tap Confirm.