Automated AP: Process Dext Invoices to Sage Accounting (Zapier)

Streamline expense management by automatically syncing reviewed Dext documents to Sage as purchase invoices.

Tools: Dext → Sage

Platform: Zapier

Short Answer

Every 'Reviewed' document in Dext is instantly converted into a Purchase Invoice in Sage. The integration ensures 100% data accuracy, includes a direct link to the original receipt for audit trails, and maintains an up-to-the-minute view of accounts payable.

The Problem

Manual entry of supplier invoices from Dext to Sage is prone to human error and creates significant delays in financial reporting. Finance teams often struggle to reconcile digital receipts with accounting records, leading to missing attachments and inaccurate tax reclamation.

The Outcome

Every 'Reviewed' document in Dext is instantly converted into a Purchase Invoice in Sage. The integration ensures 100% data accuracy, includes a direct link to the original receipt for audit trails, and maintains an up-to-the-minute view of accounts payable.

Step-by-Step Guide

1. **Authenticate Dext**: Create a new Zap and select **Dext** as the Trigger app. Choose the 'Document Processed' or 'New Item' event. Connect your account using your Dext credentials. 2. **Set Trigger Filter**: Ensure you select 'Ready' as the status to only pull documents that have passed through OCR and human review. 3. **Add Filter by Zapier**: Insert a Filter step to ensure only 'Invoices' or 'Receipts' are processed. Configure the filter to only continue if `Type` exactly matches your intended Sage document category. 4. **Format Dates with Formatter**: Sage requires specific ISO date formats. Add a **Formatter by Zapier** step (Date/Time). Set the input to the Dext `Date` and the output to `YYYY-MM-DD`. 5. **Clean Numeric Data**: Add another **Formatter** step (Numbers) if the Dext output includes currency symbols. Use 'Spreadsheet-style formula' or 'Replace' to ensure only the decimal number is sent to Sage. 6. **Find or Create Vendor in Sage**: Add a **Sage Business Cloud Accounting** action: 'Find Vendor'. Map the Dext `Supplier Name` to the search field. Check the box 'Create Sage Business Cloud Accounting Vendor if it doesn't exist yet' to prevent Zap failure on new suppliers. 7. **Map the Purchase Invoice**: Add the 'Create Purchase Invoice' action for Sage. Map the formatted Date, the Vendor ID from Step 6, and the Total/Tax amounts from Dext. Ensure the `Reference` field maps to the Dext `Invoice Reference` to prevent duplicates. 8. **Enable Attachment Upload**: To ensure audit compliance, add the 'Upload File' action for Sage. Use the `Image URL` or `Original File` URL from Dext as the source and link it to the Invoice ID created in Step 7. 9. **Configure Error Handling**: Use **Paths by Zapier** or an 'Always run' step to notify your team via Slack or Email if Sage returns a 'Duplicate Invoice Number' error or a 'Account Code Missing' error.