Smart Receipt to Bill Automation (Make.com)

1. **Create Scenario**: Log in to Make.com and click 'Create a new scenario'. Rename it 'Dext to QuickBooks Automation'. 2. **Configure Dext Trigger**: Add the **Dext** module 'Watch Items (Instant)'. Create a webhook and connect your Dext account. Set the Event to 'Item Published'. 3. **Search Vendor**: Add a **QuickBooks Online** module 'Search for Vendors'. Map the `Supplier Name` from Dext to the `Name` field in the filter. Use the formula `trim(1.supplier_name)` to clean whitespace. 4. **Add a Router**: Place a Router module after the search. This will handle logic for new vs. existing vendors. 5. **Branch - New Vendor**: Create a filter on the first path: 'Condition: Field (Vendor ID) Does not exist'. Add the QuickBooks 'Create a Vendor' module. 6. **Branch - Existing Vendor**: Create a filter on the second path: 'Condition: Field (Vendor ID) Exists'. 7. **Map Create Bill**: Add the QuickBooks 'Create a Bill' module. Map `Total Amount` and `Issue Date`. For Account ID, use the Make.com `switch()` function or a 'Get a Map' module to link Dext categories to QuickBooks Chart of Accounts IDs. 8. **Download Source File**: Add a **Dext** module 'Get a Document File'. Map the `Document ID` from the trigger to fetch the PDF/Image. 9. **Upload Attachment**: Add a **QuickBooks Online** module 'Upload an Attachment'. Set 'Attachable Ref Type' to 'Bill' and 'Attachable Ref ID' to the Bill ID from step 7. Map the file buffer from step 8. 10. **Error Handling**: Right-click the QuickBooks Create Bill module and select 'Add error handler'. Choose 'Break' or 'Rollback' to prevent partial data sync if the API is down.

| Dext Field | QuickBooks Field | Make.com Transformation/Logic | Required? | | :--- | :--- | :--- | :--- | | `Supplier Name` | `VendorRef` | `{{first(3.vendors[].Id)}}` (from search) | Yes | | `Total Amount` | `TotalAmt` | `{{parseNumber(1.total_amount)}}` | Yes | | `Date` | `TxnDate` | `{{formatDate(1.date; "YYYY-MM-DD")}}` | Yes | | `Invoice Reference` | `DocNumber` | `{{1.reference}}` | No | | `Category` | `Line:AccountRef` | `{{get(map; 1.category)}}` (Map via Data Store) | Yes | | `File URL` | `File Content` | Handled via *Get Document File* Buffer | No |

* **Rate Limiting**: QuickBooks API has a limit of 40 concurrent requests. If processing bulk items, use the 'Sleep' module or set 'Max number of cycles' in Scenario settings to 1. * **Tax Code Errors**: For UK/AU/CA accounts, ensure you include the `MinorVersion` parameter in the 'Make an API Call' module if the standard 'Create Bill' module fails to handle complex Tax codes. * **Mapping Logic**: Dext sends categories as text strings, but QuickBooks requires an Internal ID. Use a Make.com 'Data Store' to create a mapping table to avoid scenario failure when new categories are added. * **Duplicate Prevention**: QuickBooks will throw a '400 Error' if a Bill with the same DocNumber and Vendor exists. Use a 'Search Records' module first to check for existing DocNumbers.

- [ ] **Trigger Test**: Click 'Run Once' in Make.com and publish a single receipt in Dext to verify the webhook fires. - [ ] **Data Check**: Verify in the 'Execution Log' that the `Date` format is ISO-8601 (YYYY-MM-DD). - [ ] **Vendor Logic**: Test with a brand new supplier to see if the 'Create Vendor' branch executes correctly. - [ ] **Attachment Verification**: Log into QuickBooks, open the created Bill, and ensure the PDF is visible in the 'Attachments' pane. - [ ] **Error Handling**: Manually change a required field (like Currency) to an invalid value to ensure the Error Handler catches it without stopping the scenario.