Smart Receipt to Bill Automation (Make.com)

Eliminate manual data entry by automatically syncing Dext-extracted data into QuickBooks Online with advanced validation logic.

Tools: Dext → QuickBooks

Platform: Make.com

Short Answer

A fully automated workflow in Make.com that validates extracted data, creates or matches vendors in QuickBooks, and attaches the original source document to the transaction for 100% audit compliance.

The Problem

Manual entry of supplier invoices and receipts is prone to human error, duplicate payments, and missing audit trails. Standard native integrations lack the conditional logic required for vendor matching and high-value expense approvals.

The Outcome

A fully automated workflow in Make.com that validates extracted data, creates or matches vendors in QuickBooks, and attaches the original source document to the transaction for 100% audit compliance.

Step-by-Step Guide

1. **Create Scenario**: Log in to Make.com and click 'Create a new scenario'. Rename it 'Dext to QuickBooks Automation'. 2. **Configure Dext Trigger**: Add the **Dext** module 'Watch Items (Instant)'. Create a webhook and connect your Dext account. Set the Event to 'Item Published'. 3. **Search Vendor**: Add a **QuickBooks Online** module 'Search for Vendors'. Map the `Supplier Name` from Dext to the `Name` field in the filter. Use the formula `trim(1.supplier_name)` to clean whitespace. 4. **Add a Router**: Place a Router module after the search. This will handle logic for new vs. existing vendors. 5. **Branch - New Vendor**: Create a filter on the first path: 'Condition: Field (Vendor ID) Does not exist'. Add the QuickBooks 'Create a Vendor' module. 6. **Branch - Existing Vendor**: Create a filter on the second path: 'Condition: Field (Vendor ID) Exists'. 7. **Map Create Bill**: Add the QuickBooks 'Create a Bill' module. Map `Total Amount` and `Issue Date`. For Account ID, use the Make.com `switch()` function or a 'Get a Map' module to link Dext categories to QuickBooks Chart of Accounts IDs. 8. **Download Source File**: Add a **Dext** module 'Get a Document File'. Map the `Document ID` from the trigger to fetch the PDF/Image. 9. **Upload Attachment**: Add a **QuickBooks Online** module 'Upload an Attachment'. Set 'Attachable Ref Type' to 'Bill' and 'Attachable Ref ID' to the Bill ID from step 7. Map the file buffer from step 8. 10. **Error Handling**: Right-click the QuickBooks Create Bill module and select 'Add error handler'. Choose 'Break' or 'Rollback' to prevent partial data sync if the API is down.