Automated 'Audit-Ready' Expense & Attachment Sync from Dext to QuickBooks Online (Make.com)

1. **Create Scenario**: Log in to Make.com and create a new scenario. Name it 'Dext to QBO Audit-Ready Sync'. 2. **Configure Dext Trigger**: Add the 'Dext - Watch Items' module. Set the filter to 'Published' or 'Archived' to ensure only reviewed items move forward. Establish a connection using your Dext API credentials. 3. **Add QuickBooks Search Module**: Add 'QuickBooks Online - Search for Objects'. Set the Object Type to 'Vendor'. Use the logic: `DisplayName = {{1.SupplierName}}` (from Dext) to check for duplicates. 4. **Implement Router & Filter**: Add a Router. **Route 1 (Create Vendor)**: Set a filter `ID (from Search) Does not exist`. Add the 'QuickBooks Online - Create a Vendor' module. **Route 2 (Proceed)**: Set the filter to `ID (from Search) Exists` OR use the output of the 'Create Vendor' module. 5. **Create Transaction**: Add 'QuickBooks Online - Create an Expense' (for paid items) or 'Create a Bill' (for unpaid items). Map `Total Amount`, `Transaction Date`, and `Account ID` using Make's mapping tool. 6. **Fetch File**: Add an 'HTTP - Get a File' module. Map the `Image URL` or `Direct Download URL` from the Dext module output to this module. 7. **Attach Document**: Add 'QuickBooks Online - Upload an Attachment'. Map the `Parent ID` to the ID produced by the 'Create Expense/Bill' module in Step 5 and the file content to the HTTP module output. 8. **Error Handling**: Right-click the QuickBooks modules and select 'Add Error Handler'. Use a 'Break' or 'Rollback' directive to prevent partial data entry if the attachment fails. 9. **Final Update**: Add 'Dext - Update an Item' module at the end to change the item's status to 'Archived' in Dext, preventing the scenario from re-processing the same item.

| Dext Field | QBO Mapping | Transformation / Function | Required? | | :--- | :--- | :--- | :--- | | `Supplier Name` | `VendorRef (Value)` | `{{ifempty(1.vendor_id; 2.vendor_id)}}` | Yes | | `Total Amount` | `TotalAmt` | `{{parseNumber(1.amount)}}` | Yes | | `Date` | `TxnDate` | `{{formatDate(1.date; "YYYY-MM-DD")}}` | Yes | | `Category` | `AccountRef` | `{{1.category_id}}` (via Mapping Tab) | Yes | | `Currency` | `CurrencyRef` | `{{upper(1.currency)}}` | No | | `Description` | `PrivateNote` | `Dext Ref: {{1.id}} - {{1.note}}` | No | | `Image URL` | `File Content` | Handled via HTTP Module | Yes (for Audit) |

* **Rate Limiting**: QuickBooks Online API has strict rate limits. If processing in bulk, use the 'Sleep' module or set the scenario to run at 'Longer intervals' (e.g., every 60 minutes). * **Currency Mapping**: Ensure the Currency in Dext matches the ISO code in QBO (e.g., USD, GBP). If QBO Multi-currency is off, any mismatch will cause an error. * **SyncTokens**: If using 'Update' modules, always 'Get/Search' the record first to retrieve the latest `SyncToken`, otherwise Make will return a 'Stale Object' error. * **Attachment Size**: Ensure the file fetched from Dext does not exceed QBO’s 25MB attachment limit.

- [ ] **Trigger Check**: Use 'Run Once' and upload a test receipt to Dext. Ensure the webhook or polling picks up the 'Published' item. - [ ] **Vendor Logic**: Confirm that if a Vendor name is slightly different, the Search module handles the error or the Filter correctly triggers 'Create Vendor'. - [ ] **Data Formatting**: Check the Make.com execution logs (bubbles) to ensure `Total Amount` is being passed as a number, not a string. - [ ] **Attachment Verification**: Log into the QuickBooks sandbox/live account and verify the PDF/Image appears in the 'Attachments' section of the specific transaction. - [ ] **Status Loop**: Ensure the item in Dext is successfully moved to 'Archived' or 'Processed' to avoid duplicate Triggers on the next run.