Submitting Items with Extract by Email

Add costs & sales documents to your Dext account via unique costs & sales Extract by Email addresses.

This article is relevant to the enhanced Dext experience. You can access the article for the legacy Dext experience here.

Unique Extract By Email addresses are created for each account and user upon creation. Simply email your costs and sales documents to the Extract By Email address and, after extraction, the item will show up in your costs or sales inbox.

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.

• How Extract By Email Addresses Work
• How to Edit an Extract By Email Address
• How to Format Emails
• Submitting Single Documents
• Submitting Multiple Item Documents
• What Happens to Items After They are Emailed In?

How Extract By Email Addresses Work

Important: Your Extract By Email addresses are not to be used to log in to your Dext account. It is only for emailing in your costs and sales documents.

When created, each account or user will create four Extract By Email addresses. Two for Costs and two for Sales:

One of the costs & sales addresses will be a single email address for sending one or more files where each file contains a single invoice. The other email will be a multiple email address for sending multiple page documents, with each page containing a separate invoice/receipt that will be split out by page break.

To submit items via email, simply email your costs or sales documents to the appropriate Extract By Email address and, after extraction, the item will show up in your costs or sales inbox.

Note: You can find these email addresses by going to the Add Documents button at the top of the page or Profile > User Settings. You can also edit the email address on the User Settings page. Documents submitted using your email address will show yourself as the Document Owner.

Documents submitted using the account email address will not have a Document Owner. 

How to Edit an Extract By Email Address

You can edit your Extract By Email addresses or the address of another user that you manage at any time if needed.

Note: You will only have access to editing another user’s addresses if you have the relevant role and permissions.

To do this:

1. Click Profile > User Settings.

2. Next, create an Extract By Email address by entering your custom email username. Please don’t enter an email domain as the Dext email-in domain (@dext.cc and @multiple.dext.cc) will automatically be added to the custom username. The system will then automatically create your Extract by Email addresses for you to use right away.

Note: If you receive a message stating that the email address must be unique, it means that this Extract by Email address has already been taken.

To edit the addresses for other users that you manage on your account:

1. Go to Users on the navigational sidebar.
2. Then click the Manage button alongside the user for whom you want to know the Extract By Email address, and click Edit User Details.

3. In the Extract By Email section, amend the custom name by clicking into the Extract By Email address text field. And when ready, click Save.

How to Format Emails

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.

Receipts, Invoices or other documents must be either:

• Contained in the body of the email
• Attached to the email

Multiple Documents: You can also submit multiple items via email as well, by sending a PDF file containing multiple transactions (of up to 200 pages), with one transaction showing per page.

Warning: Hyperlinks to items in the body of the email are unable to be extracted, the document must be in the body of the email or attached to the email.

During extraction Dext will detect each document, extract it and present it in the costs or sales Inbox.

Submitting Single Documents

To email in single documents:

1. In your Dext account find your single costs or sales email in address by going to the Add Documents button at the top of the page or going to Profile > UserSettings.

Send emails containing your Costs paperwork to your ‘custom name@dext.cc‘ address.

For Sales documents, send your emails to your ‘custom name+sales@dext.cc‘ address.

2. In your personal email account, compose a new email to your single Extract by Email address.
3. Next attach the document to the email, or add it to the body of the email.

4. If you wish to attach a description to the item, type in the desired description between two #note tabs.

5. When the email is ready, click Send.

Note: 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 without you having to spend any time processing them.

Submitting Multiple Items

You can also submit multiple items via email as well, by sending a PDF file containing multiple transactions (of up to 200 pages), with one transaction showing per page.

To email in multiple items:

1. In your Dext account find your multiple costs or sales email in address by going to the Add Documents button at the top of the page or going to Profile > My Details.

Send emails containing your Costs paperwork to your ‘custom name@multiple.dext.cc‘ address.

For Sales documents, send your emails to your ‘custom name+sales@multiple.dext.cc‘ address.

2. In your personal email account, compose a new email to your multiple email-in address.
3. Next attach the document or documents to the email, or add it to the body of the email.

4. If you wish to attach the same description to all of the items, type in your desired description between two #note tabs. When the items show in Dext this exact description will show in the description of each item.

5. When the email is ready, click Send.

Once it has been sent, Dext separates each page of the multiple files contained in the attachment into individual items.

Note: 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 without you having to spend any time processing them.

What Happens to Items After They are Emailed In?

Once the documents have been emailed in, Dext will detect the document, and extract it. Please note, it can take up to 30 minutes for your emailed documents to appear for extraction.

Once extraction is completed the item can then be found in the Inbox of the Costs or Sales workspace.

Note: If you can’t find a document after it has been sent, it may mean that the item is a duplicate of an item already added to your Dext account and may have been automatically deleted. This will happen when the automatic duplicate setting is switched ON. If this is the case the item can be found by going to Submission History in the sidebar.