How to Submit Items by Email

Email-in is the easiest way to submit digital documents to Dext Prepare.

Whenever you send a receipt or invoice to your Email-in address, it will automatically be extracted and added to the Costs Inbox.

Either Sales or Costs documents can be submitted, but the email address you use will slightly differ. Receipts, Invoices or other documents can be either:

  • contained in the body of the email
  • attached to the email

In either of these cases, Dext Prepare will detect the document, extract it and present it in the costs Inbox. Please note, that hyperlinks to items in the body of the email are unable to be extracted as the extraction process is designed as read-only.

You can submit invoices or receipts of the following file types: JPG, PNG, GIF, BMP, TIFF, PDF, .zip files with images, DOC, DOCX, ODT, and RTF.

Note: Every Dext Prepare user will have a new @dext.cc address that is identical to their Receipt Bank one (i.e. if your address was business@receiptbank.me it will now be business@dext.cc) but Dext Prepare will support your existing address for the next couple of years, and we will give you plenty of notice when we stop doing so. Changing one email-in address will automatically update the other.

  1. Submitting single documents
  2. Submitting multiple item documents
  3. Adding notes and descriptions

Submitting Single Documents

Forward any email containing your Costs paperwork to your ‘custom name@dext.cc‘ address. For Sales documents, forward your emails to your ‘custom name+sales@dext.cc‘ address.

Email Addresses

Every Dext Prepare user has a unique, personalised, ‘@dext.cc’ address.

An Email-in Address is established when you first create your Dext Prepare account. You’ll be given the chance to specify an address. If you don’t create an Email-in address, we’ll automatically make one using your name and the name of your business. Yes, you can still submit documents to your @receiptbank.me email address?

You can view your Email-in address by clicking the green Add Documents button and in the Costs tab your email address can be found. Note that for Sales item uploads, you would use the Sales email address which follows the format: custom name+sales@dext.cc.

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You can change your own Email-in Address from the My Details section of the My Profile menu. Enter your custom name in, and the system will automatically create your costs document email-in address and sales document email-in address to copy and use right away.

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For other users that you manage on your account, navigate to My Users on the navigational sidebar, then the Manage button alongside the user for whom you want to know the email-in address , and then Edit User Details. Amend the custom name by clicking into the Email-in address text field.

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If you regularly receive receipts or invoices from suppliers through email, consider setting up an email-forwarding rule. This means that documents will be automatically sent on to Dext Prepare without you having to spend any time processing them.


Submitting multiple items

You can submit multiple-item files via email as well. Multiple item sent by email can either be:

  • Individual items in the following formats that are attached to the same email: JPG, PNG, GIF, BMP, TIFF, PDF, .zip files with images, DOC, DOCX, ODT, and RTFs
  • A single PDF file consisting of multiple invoices on each page of the file

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A multiple-item PDF, consisting of separate invoices on each page of the document

Costs documents

If you have a list of individual cost documents that matches the list above, or a single PDF that contains multiple invoices that appear on each page of that document, then forward them to your personal multi-item email-in address by using the ‘[custom name]@multiple.dext.cc‘ format.

For example, the client Nathan Campbell wants to submit three PDFs that consist of multiple invoices that appear page-by-page within each file.
Nathan attaches their multiple-item PDFs to an email, and sends it to their allocated email-in address for multiple cost items: nathan.d.campbell@multiple.dext.cc. Once it has been sent, Dext will separate each page of the attachment into individual items, before adding them to Nathan’s client account costs inbox.

costsinvoicemultiple.png

For submitting multiple costs documents by email, send to your email-in address,
which uses the @multiple.dext.ccdomain.

Sales documents

As with multiple sales document files, or a single PDF consisting of multiple invoices, attach multiple item files to the email-in address for sales documents, which will follow the
‘[custom name]+sales@multiple.dext.com‘ format.

For example, the client Nathan Campbell wants to submit three multiple-item PDFs, each one containing multiple sales invoices within each file.

As with the uploaded cost documents, Nathan attaches their files to an email, and sends it to their allocated email-in address for multiple cost items: nathan.d.campbell+sales@multiple.dext.cc.
Once it has been sent, Dext separates each page of the multiple files contained in the attachment into individual items, before adding them to Nathan’s client account sales inbox.

salesinvoicesmultiple.png

For submitting multiple costs documents by email, send to your email-in address,
which uses the format: [custom name]+sales@multiple.dext.cc

Note: You must send one Email-in address per email, depending on whether the documents are cost or sales items.


Adding a description to your documents

After attaching the desired documents for submission to your email, type in your desired description between two #note tabs.

For example, if you want to add the description ‘New keyboards for all staff computers’ to the document, type it into your email body like this:
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Once satisfied, send the email through, and we will add this exact description once the document has been uploaded to Dext Prepare.

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