Automated High-Value Bill Approval & Mapping: Dext to Xero (Zapier)

1. **Authenticate Source**: Log into Zapier and create a new Zap. Select **Dext** as the Trigger app and choose the event **Item Ready (Purchases)**. Connect your Dext account using your API credentials. 2. **Configure Trigger**: Select your Dext account and profile. Ensure the 'Status' filter is set to 'Ready' to avoid pulling in incomplete extractions. 3. **Sanitize Data (Formatter)**: Add a **Formatter by Zapier** step (Numbers -> Currency). Map the 'Total Amount' from Dext to ensure Zapier reads it as a standard decimal for the next filtering step. 4. **Add Conditional Logic (Filter)**: Drag in a **Filter by Zapier** step. Set it to 'Only continue if [Step 3 Number] is greater than 1000'. This isolates high-value invoices. 5. **Dynamic Project Mapping (Storage/Lookup)**: Add a **Formatter by Zapier** (Utilities -> Lookup Table). Map the 'Supplier Name' from Dext. In the table, enter common suppliers on the left and their corresponding **Xero Tracking Category IDs** on the right. 6. **Create Approval Step (Optional)**: Add a **Mail by Zapier** or Slack step to notify a manager. Use a 'Filter' or 'Paths' if you only want this to run for specific departments. 7. **Connect Xero**: Add the **Xero** app with the action **Create Purchase Bill**. Authenticate your Xero Organization. 8. **Map Required Fields**: Map 'Supplier' to 'Contact Name', 'Date' to 'Date', and 'Total Amount' to 'Line Amount'. Use the output from Step 5 to populate the Xero Tracking Categories. 9. **Attach Source Document**: Scroll to the bottom of the Xero action and map the 'Image URL' from Dext into the 'File Attachment' field to ensure the audit trail is preserved. 10. **Enable Duplicate Protection**: In the Xero 'Reference' field, map the Dext 'Invoice Reference' or 'Dext Item ID'. Xero will use this to prevent creating the same bill twice.

| Dext Source Field | Zapier Transformation | Xero Destination Field | Requirement | | :--- | :--- | :--- | :--- | | **Supplier Name** | Lookup Table (ID Mapping) | Contact | Required | | **Total Amount** | Formatter (Numbers) | Line Amount | Required | | **Invoice Reference** | None | Reference (Used for Dedupe) | Required | | **Item Image URL** | None | File Attachment | Optional | | **Description** | Default: 'Dext Import' | Line Description | Optional | | **Tax Amount** | Formatter (Numbers) | Tax Amount | Required | | **Due Date** | Formatter (Date/Time) | Due Date | Optional |

• **Task Usage**: Every step in a Zap (Filter, Formatter, Xero) counts as a task. Multi-step Zaps can consume monthly quotas quickly; use 'Paths' sparingly. • **Date Formats**: Dext may provide various date formats. Always use **Formatter by Zapier (Date/Time)** to convert to `YYYY-MM-DD` to prevent Xero 'Validation Error' crashes. • **Polling Delay**: Depending on your Zapier plan (Starter vs Pro), it may take 2-15 minutes for a 'Ready' document in Dext to trigger the Zap. • **Contact Matching**: If a Supplier Name in Dext has a trailing space (e.g., 'Apple '), Xero might create a duplicate contact instead of matching the existing 'Apple'. Use Formatter (Text -> Trim) on the Supplier name. • **API Rate Limits**: Xero limits Zaps to 60 calls per minute. If bulk-publishing 100+ items from Dext at once, some Zap runs may throttle.

- [ ] **Test Trigger**: Run the 'Test Trigger' in Zapier and ensure the 'Total Amount' is pulled as a number. - [ ] **Validate Loopup**: Ensure the Formatter Lookup Table correctly outputs a Xero GUID when a known supplier is passed through. - [ ] **Check Xero Drafts**: Run a test action and verify the bill appears in Xero under 'Purchases' -> 'Draft' (never test directly to 'Awaiting Payment'). - [ ] **Deduplication Check**: Try to run the same test twice; verify that Zapier/Xero throws a 'Reference must be unique' error or prevents the second create. - [ ] **Attachment Check**: Open the draft bill in Xero and verify the side-panel image preview is visible.