You can get your documents out of Dext in 3 ways. Download them as a CSV, PDF, or ZIP file, send them by email, or back them up to a cloud storage service.
Note: You can only export from the Dext web app. Exporting isn't available in the Dext mobile app.
Which export option should I use?
The right export option depends on whether you need your document data, the document files, or a full copy of everything:
Option | What you get | Best for |
CSV file | A spreadsheet of the data Dext extracted, such as supplier, date, and amounts, up to 50,000 items per export | Importing into a spreadsheet or other software |
PDF file | 1 PDF of your document images, up to 250 items per export | Sharing or printing a small set of documents |
ZIP file | Your documents in their original file format, with no item limit, up to 1 GB per export | Downloading more than 250 documents |
Send by email | Download links to a PDF and a CSV, sent to any email address, up to 250 items at a time | Sharing documents with someone outside Dext |
Back up | A copy of your documents in Dropbox, Google Drive, Microsoft OneDrive, or Everial Digital Expert | Keeping a full copy of all your documents, including new ones |
A CSV file contains your document data, not the document images themselves. If Image sharing is on in your export settings, the CSV includes links to the images. If you need the image files, choose PDF, ZIP, or a backup.
Export documents as a CSV, PDF, or ZIP file
To export documents as a CSV, PDF, or ZIP file, start from your Costs or Sales inbox.
Exporting works the same way from the Inbox, Approvals, and Archive tabs:
Go to the Costs or Sales inbox, and open the tab with the items you want.
Tick the items you want to export. To export everything in the list, leave all items unticked. The checkbox at the top of the list only selects the items on the current page.
Select Export, or Export all if nothing is ticked. If your account is connected to accounting software, you'll find these options in the Actions menu.
Select the CSV, PDF, or ZIP tab.
If you chose CSV, choose a format from the CSV format dropdown.
If you're exporting from the inbox, choose whether to tick Archive items after export.
Select Export, then Download.
Dext checks PDF and ZIP files for viruses before you download them. For more on each file type, go to How to export items as a CSV file or How to download items as a PDF or ZIP file
Export limits and tips
Each export type has its own limits. Keep these in mind when you export a large number of documents:
PDF: up to 250 items per export. For more items, choose ZIP.
ZIP: up to 1 GB of documents per export. If your documents add up to more, export them in smaller batches or back them up instead.
CSV: every item needs a total amount, and zero counts. If an item has no total, add one and export again.
Redownload: you can download an export again for up to 1 month. Go to How to view and redownload exports in Dext
Exported items stay in the inbox unless you choose to archive them automatically. To do this, go to Business settings, then Automation, and turn on Archive after exporting to CSV or Archive after exporting to PDF.
Set your export defaults
To set how your exports look every time, go to Business settings, then Exports. The Exports page has these settings:
CSV Exports: the default CSV format for receipts and invoices, bank statements, sales documents, and expense reports
CSV Custom Exports: the columns that appear in a custom CSV, for costs and sales
PDF Exports: a page with the item ID before each item, and the order of items in the PDF
ZIP exports: how Dext names the files inside a ZIP
Image sharing: links to your document images in CSV and PDF exports, and in emails
For the full list of formats and columns, go to What CSV export formats are available in Dext? or How to create a custom CSV export in Dext
Send documents by email
To send documents by email, select them in your Costs inbox, Sales inbox, Approvals tab, or Expense claims:
Tick the items you want to send.
Select Actions, then Send by email.
Enter the recipient's name and email address, and add a message if you want to.
Choose a CSV format from the dropdown.
Select Send.
You can send up to 250 items at a time. The recipient gets an email with download links to a PDF and a CSV of the items. The links expire after 30 days. You can't send items by email from the Archive, so unarchive them first. For more details, go to How to send items by email from Dext
Back up all your documents to cloud storage
To keep a full copy of all your Costs and Sales documents, connect Dext to Dropbox, Google Drive, Microsoft OneDrive, or Everial Digital Expert. Only admin users can set up a backup. Accountants and bookkeepers are admins on their clients' accounts by default.
Go to Business settings, then Connections, then Back up.
Select Connect and follow the steps for your storage service.
Select Backup all to copy your existing documents.
Turn on Autobackup to back up new documents as they arrive.
A backup is the best option when you have a large number of documents to export. For more details, go to How to back up your documents in Dext
Export expense claims and bank transactions
Expense claims and bank transactions have their own export options:
Expense claims: go to Costs, then Expense claims, tick the claims, and select Actions, then Export. You can export as a CSV or PDF. Go to How to publish, export, or share an expense claim
Bank transactions: go to Bank, then Transactions, and select Export all or tick transactions and select Export. Only admin users can export bank transactions. Go to How to view and export bank transactions in Dext
Can I export my documents after I cancel?
You can still export your documents after you cancel, because your Dext account stays available after your subscription ends. Sign in to the web app and export as usual.
Dext reserves the right to delete your data after your subscription ends. Export or back up everything you need before you cancel, so you always have a copy.
If you're deleting your account in the Dext mobile app, export your documents from the web app first. Go to How to save your data before deleting your account in the Dext mobile app