Using Expense Claims in Dext

Expense Claims provide a space to collate an individual’s reimbursable payments.

Before you can create expense claims, you’ll need to submit your items into Dext. For more information on the different ways to do this, take a look at this article.

To automate the process of Expense Claims, you can set up Auto Expense Claims for users who only submit their expenses to Dext. Additionally, you can set up Expense Approvals to automate the approval process, allowing transactions to be verified and approved quickly based on your pre-defined criteria.

• Creating Expense Claims
• Setting Up Auto Expense Claims
• Tracking Mileage Claims in Dext
• Expense Approvals in Dext

Creating Expense Claims

Important: To be able to create an Expense Claim you must be assigned the Admin level role, or for all other types of roles, the ‘Create Expense Claims’ permission must be given. To gain this access contact your account administrator.

To create an expense claim: 

1. Click on the Inbox
2. Select the item(s) you want to add to your new expense claim using the checkboxes down the left-hand side of the page.
3. Click the Add to expense claim button at the top of the page.
4. Then specify your settings:
   • Who the claim is for
   • End date
   • The name of the Expense Claim
5.  Click Add.

For more information on Expense Claims, take a look at this article.

Note: You can also create Expense Claims using the Mobile App. You can watch this short video to learn more about how to do this.

Setting Up Auto Expense Claims

If you have users that only submit their expenses into Dext, you can set up Auto Expense Claims for them so all their documents are automatically added to an expense claim.

To set this up:

1. Go to the Expense Claims section of the sidebar.
2. Then click Tools, Manage Auto Expense Claims.
3. Select when you’d like the current claim to end.
4. Next, select how frequently you’d like new claims to be issued (weekly, fortnightly or monthly). Click Next.
5. Select whether you’d like existing items in the Inbox from your specified account users to be included in the Expense Claim.
6. Specify which users on the account should have Auto Expense Claims by switching the toggle to Yes.
7. Click Save. The new Expense Claims will be created.

Note: Users with Auto Expense Claims will have all of their submitted documents automatically added to their Expense Claim. 

Take a look at this article for more information on Auto Expense Claims.

Tracking Mileage Claims in Dext

You can capture and calculate mileage expenses for business trips within Dext. 

To do this: 

1. Click the Add documents button, then select Create mileage.
2. Add or Select the vehicle you used for the trip and then choose the trip date.
3. Enter the start and end locations if desired and the trip type – one-way or round trip.
4. Enter or check the trip distance (If you didn’t use the From and To locations, you’ll need to enter the trip distance manually).
5. Enter the number of passengers if you carried any on your trip and if desired, provide a description of the trip.
6. Finally, submit your mileage claim by clicking Create claim.

For more information on Mileage Claims, take a look at this article.

Note: You can also add Mileage Claims using the Mobile App by holding down the green ‘+’ button and then selecting Create mileage claim. 

Expense Approvals in Dext

Create an automated approval flow for employee expenses to quickly verify and approve transactions based on your pre-defined criteria.

To use Expense Approvals, you’ll need to enable it before creating an approval workflow.

Once you’ve enabled it, you can create Expense Approvals by:

1. Navigating to Business settings, then Approvals.
2. Under the Expense Claims tab, click the Create workflow button.
3. Enter a name for your workflow, and add a description if necessary. Ensure that Expense Claims is selected as the Item type under the ‘APPLY APPROVALS TO’ section.
4. Create your approver stages, and select who needs to provide approval and when.
5. Choose whether you want to switch the workflow on after saving, and whether you want to enable auto-publish upon final approval. If you enable auto-publish, your Expense Claim will automatically be published to your accounting software once approved.
6. When ready, click Save workflow to complete the setup.

For more information on Expense Approvals, take a look at this article.