Audit-Ready Multi-Step Expense Sync from Dext to QuickBooks Online (Zapier)

1. **Create the Zap**: Log into Zapier and click 'Create Zap'. Name it 'Dext to QBO Audit-Ready Sync'. 2. **Set Trigger**: Choose **Dext** as the Trigger App. Select **'New Item Published'** as the event. Connect your Dext account and select the specific 'Profile' (Client) to monitor. Pull in a sample item that has a valid image URL. 3. **Search for Vendor**: Add a step for **QuickBooks Online**. Select **'Find Vendor'**. Map the 'Supplier Name' from Dext to the 'Name' field. Check the box **'Create QuickBooks Online Vendor if it doesn't exist yet?'** to handle new suppliers automatically. 4. **Format Date (Optional)**: Add a **Formatter by Zapier** step (Date/Time). Transform the Dext 'Date' into `YYYY-MM-DD` format to ensure QBO acceptance. 5. **Create the Bill/Expense**: Add another **QuickBooks Online** step. Select **'Create Bill'** (for unpaid) or **'Create Purchase'** (for receipts). - In the 'Vendor' field, go to the 'Custom' tab and select the **ID** from Step 3. - Map 'Total Amount', 'Reference Number', and 'Category' (using the ID from your Chart of Accounts). 6. **Upload Receipt Image**: Add a final **QuickBooks Online** action: **'Upload Attachment'**. - In the 'Attachable ID' field, map the **ID** of the Bill/Purchase created in Step 5. - In the 'File' field, map the **'Image URL'** (or File URL) from the initial Dext trigger. 7. **Add Filter for Duplicates**: (Optional but recommended) Between steps 2 and 3, add a **Filter by Zapier**. Only proceed if the 'Reference Number' (Invoice ID) does not already exist in a lookup table or if the 'Status' is exactly 'Published'. 8. **Setup Error Handling**: Click the gear icon on the QuickBooks steps and select **'Override: Continue on Failure'** or use **Zapier Paths** to divert failed transactions to a 'Review Needed' Slack channel.

| Dext Field | QuickBooks Field | Zapier Transformation | Required | | :--- | :--- | :--- | :--- | | Supplier Name | Vendor (ID) | Step 3: Find/Create Vendor | Yes | | Total Amount | Total Amount | None (Numeric) | Yes | | Invoice Date | Transaction Date | Formatter: Date/Time | Yes | | Invoice Reference | DocNumber | None | No | | Category Name | Line Item: Account | Map ID from QBO dropdown | Yes | | Image/PDF URL | Attachment: File | None (Pass URL directly) | Yes | | Description | Private Note | Concatenate: Reference + Note | No |

- **Task Quotas**: This Zap uses 3-5 tasks per receipt. Ensure your Zapier plan accommodates your monthly invoice volume. - **Vendor Name Mismatch**: QBO is sensitive to trailing spaces. Use **Formatter > Text > Trim** if your Dext data has inconsistent spacing. - **Rate Limiting**: QBO API may rate limit if you 'Publish' 50+ items at once in Dext. Zapier will auto-retry, but keep an eye on 'Held' tasks. - **Attachment Logic**: You cannot upload an attachment in the same step as 'Create Bill'. You *must* create the transaction first to get the `ParentId` for the attachment step. - **Currency Conflicts**: If Dext extracts 'EUR' and your QBO is 'USD' only (without Multicurrency enabled), the Zap will fail. Add a Filter to catch non-standard currencies.

- [ ] Use 'Test Trigger' in Zapier to ensure the Dext payload contains a valid `Image URL`. - [ ] Verify the 'Find Vendor' step uses 'Custom' mapping for the ID in the subsequent Bill step. - [ ] Run a test in Zapier and check QuickBooks Online for a new Bill AND the physical PDF icon on the transaction. - [ ] Check 'Task History' after the first live run to ensure the 'Upload Attachment' step didn't time out due to file size. - [ ] Confirm no duplicate vendors were created if the vendor already existed.