Automated Multi-Step Dext Expense Approval & QuickBooks Sync (Zapier)

1. **Authenticate Dext**: Inside Zapier, create a new Zap and select 'Dext' as the Trigger App. Choose 'New Published Item' as the Event. Connect your Dext account and select the specific 'Profile' you wish to monitor. 2. **Test the Trigger**: Click 'Test Trigger' to pull a recent published document. Ensure the sample data includes fields like `Supplier Name`, `Total Amount`, and `Image Link`. 3. **Add Logic (Paths by Zapier)**: Add a 'Paths' step to create conditional logic. Name Path A 'Small Expenses' and Path B 'High-Value Approval'. 4. **Configure Path A (Auto-Sync)**: Set the filter rule: If `Total Amount` is less than 1000. 5. **Find or Create Vendor in QBO**: Within Path A, add a QuickBooks Online (QBO) step: 'Find Vendor'. Use the Dext `Supplier Name` for the search. Check the box 'Create QuickBooks Online Vendor if it doesn't exist yet' and map the Dext `Supplier Name` to the Name field. 6. **Create Expense/Bill in QBO**: Add a second QBO step: 'Create Purchase' (for receipts) or 'Create Bill' (for unpaid invoices). Map the `Vendor ID` from Step 5, the `Date` from Dext, and the `Net/Tax/Total` amounts. Use 'Formatter by Zapier' if the date format needs adjustment. 7. **Configure Path B (Approval)**: Set the filter: If `Total Amount` is greater than or equal to 1000. Add an action like 'Slack: Send Channel Message' with buttons to approve/deny. 8. **Wait for Approval**: Use 'Delay by Zapier' or 'Approval by Zapier' to pause the workflow until a manager gives the green light before proceeding to the QuickBooks steps. 9. **Upload Attachment**: After the QBO transaction is created in either path, add the 'QuickBooks Online: Upload Attachable' action. Map the 'Attachable ID' to the Transaction ID from the previous step and the 'File' field to the Dext `Image URL` or `PDF URL`. 10. **Error Handling**: Click 'Output' on the Zapier step to configure 'Error Handling'. Set up a notification if a Vendor cannot be created or if a Tax Code mismatch occurs.

| Dext Field | QuickBooks Field | Required? | Zapier Function/Note | | :--- | :--- | :--- | :--- | | Supplier Name | `VendorRef` | Yes | Use 'Find Vendor' step first to get Internal ID | | Total Amount | `TotalAmt` | Yes | `{{amount}}` (Ensure no currency symbols) | | Tax Amount | `TaxAmount` | Yes | Map to specific Line Item Tax flow | | Due Date | `DueDate` | No | Formatter: Date/Time if format isn't YYYY-MM-DD | | Image URL | `File` | No | Pass the direct URL into 'Upload Attachable' step | | Category | `AccountRef` | Yes | Use Zapier 'Lookup Table' if names differ between apps | | Invoice Ref | `DocNumber` | No | Maps to QuickBooks Reference Number field |

* **Task Quotas**: Each step in 'Paths' and 'Find/Create' counts as a task. Use Zapier's 'Autofill' or simple filters if you are approaching monthly task limits. * **Duplication**: Ensure 'Duplicate Detection' is enabled in Dext settings. Zapier does not natively check for existing Bill/Purchase IDs unless you add a 'Find' step first. * **Tax Codes**: Global QuickBooks versions (UK/AU/CA) require a `TaxCodeRef` ID rather than a text name. Use a Lookup Table in Zapier to map Dext tax names to QBO Tax IDs. * **Multi-Currency**: If Dext sends a currency code not enabled in your QBO settings, the Zap will fail with a 400 Bad Request error.

- [ ] **Test Mode**: Run a 'Test Action' in Zapier and verify the Bill appears in the 'In Expenses' tab of QuickBooks Online. - [ ] **Attachment Check**: Open the transaction in QBO and ensure the receipt image is attached and legible. - [ ] **Path Logic**: Publish one receipt under $1,000 and one over $1,000 to ensure Path filtering triggers correctly. - [ ] **Vendor Matching**: Ensure that if a vendor exists, the Zap links it rather than creating a duplicate (e.g., 'Amazon' vs 'Amazon.com'). - [ ] **Zap History**: Check the 'Task History' in Zapier for any 'Stopped' or 'Errored' tasks to address mapping issues.