Automated Multi-Step Bill Processing and Approval (Make.com)

Streamline high-value document verification and accounting entry using Make.com's advanced routing and logic.

Tools: Dext → Xero

Platform: Make.com

Short Answer

A hands-off bookkeeping workflow where documents are automatically retrieved from Dext, filtered by value, enriched with Xero Tracking Categories, and posted as bills with original file attachments included for audit compliance.

The Problem

Manual entry from Dext to Xero often lacks oversight for high-value transactions and project-specific categorizations. Standard syncs don't allow for custom approval layers or complex data transformations required for project-based accounting.

The Outcome

A hands-off bookkeeping workflow where documents are automatically retrieved from Dext, filtered by value, enriched with Xero Tracking Categories, and posted as bills with original file attachments included for audit compliance.

Step-by-Step Guide

1. **Create Scenario**: Log in to Make.com and create a new scenario titled 'Dext to Xero Professional Sync'. 2. **Dext 'Watch Items' Module**: Add the Dext module and select the 'Watch Items' trigger. Connect your account using OAuth2 and set the 'Status' to 'Ready' to ensure only OCR-ready data is processed. 3. **Add Router**: Insert a Router module to split paths based on transaction value. Set a filter on the top path: `Total Amount` (Dext field) greater than `1000` for manual approval steps. 4. **Xero 'Search Contacts'**: On the main path, add a Xero 'Search for Contacts' module. Map the `Supplier Name` from Dext to the `Name` field in Xero to prevent duplicate contact creation. 5. **Xero 'Create a Contact' (Conditional)**: Use a filter after the search module (`Contact ID` does not exist) followed by a 'Create a Contact' module using the `Supplier Name` data. 6. **Xero 'Create a Purchase OR Bill'**: Add the 'Create a Bill' module. Map `Item Reference` to `Reference`, `Total Amount` to `Total`, and use the `formatDate()` function to align Dext's date with Xero's requirement: `formatDate(Date; YYYY-MM-DD)`. 7. **Internal Project Mapping**: Use the `switch()` function in the 'Line Item' mapping to assign Xero Tracking Categories: `switch(Description; #ProjectA; UUID_ALPHA; #ProjectB; UUID_BETA; UUID_DEFAULT)`. 8. **Dext 'Download a File'**: Add the Dext 'Download a File' module. This is critical as it retrieves the actual document binary, not just the URL. 9. **Xero 'Upload an Attachment'**: Connect this to the 'Create a Bill' module. Map the `Bill ID` from step 6 and use the file buffer from step 8 to attach the PDF/Image. 10. **Error Handling**: Right-click the Xero 'Create a Bill' module and select 'Add error handler'. Use the 'Rollback' or 'Break' directive to ensure failed posts are flagged for manual review rather than lost in the system.