How to set up Dext Fetch

Check the supplier appears on Dext's supported list for Fetch. If it doesn't, Fetch can't collect from it, and Dext suggests sending that supplier's documents in through email forwarding instead.

Have the login for the supplier's portal ready, entered exactly as you use it to sign in there. Where a supplier has one portal per country, or one for personal and another for business accounts, know which one holds your documents.

Decide two settings in advance. The document owner is the Dext user the fetched documents are assigned to. The start date tells Dext how far back to collect documents from.

If you're setting Fetch up on a client's behalf as their bookkeeper, you can leave the login to the client. Dext's Ask client to connect option emails them an invitation to connect the portal themselves.

1. In Dext, go to Business settings, then Connections, then Cost Connections, and select Connect.
2. Select Add connection.
3. In the Connect to a supplier window, search for the supplier and select Connect next to its portal, taking care to pick the one for your region and type of account.
4. Select a Document owner.
5. In the Load the transactions since field, set the date Dext should collect documents from.
6. Select Connect, then enter your login details for the supplier portal to finish the connection. To have the client do this part, select Ask client to connect instead.
7. Go back to Business settings, Connections, Cost Connections and select Manage. The connection should be listed on the Invoice Fetch page with its status.
8. Under Notification sent to, use the dropdown to choose who gets an email if the connection's status changes. It starts as the user who set up the connection; Dext suggests someone who can log in to the supplier portal and sort out problems there.

Dext first collects the documents already sitting in the portal, then keeps checking it for new ones on a regular schedule. Each fetched document is handled the same way as one you sent in yourself: it goes to the Costs inbox, and your existing rules and automation run on it. The supplier on each fetched item comes from Dext reading the document, just as it reads anything else you send in.

The Invoice Fetch page lists every connected portal with its Supplier, the login it's Connected as, its Status, the number of Documents collected, when it was Last fetched, who it was Created by and who the Notification sent to alerts go to. The Needing attention tab narrows the list to connections with errors.

Each connection has three options. Force Document Fetch syncs with the portal without waiting for the next scheduled check, and may prompt a verification request if the portal uses two-factor authentication. Edit credentials updates the Username, Password, Timezone and the date historical documents are included from, and some suppliers add more fields; select Save afterwards. Delete removes the connection permanently, and the documents it already fetched stay in the Costs inbox or Archive.

If an Incorrect login credentials error appears after connecting, check the details match exactly what you use to sign in on the portal itself, and correct them with Edit credentials on the connection. When a working connection's status changes later, for example because its login details stop working, the person under Notification sent to gets an email alert, and the Needing attention tab picks the connection out.

For Bank Fetch, if the account you want isn't in the Bank account dropdown when you send a statement for extraction, select Add bank account and add it manually. Accounts synced from bank feeds or from accounting software aren't offered there.