Expense management software for all businesses

Expense management software is a digital system that automates how businesses capture, track, approve and reimburse employee and business expenses. It replaces manual processes – paper receipts, spreadsheets and email approval chains – with one connected workflow that syncs to your accounting software. Dext gives businesses an end-to-end expense management system with mobile receipt capture, automated approvals, mileage tracking, and a clean export into Xero, QuickBooks, Sage and other accounting platforms.

Expense tracking is the ongoing process of capturing and recording individual expenses as they happen – snapping a receipt, logging a mileage trip, submitting a claim. Expense reporting is what comes next: grouping those tracked expenses into structured reports for review, approval, reimbursement and accounting. Good expense management software handles both in one workflow, so the data you track in the moment automatically rolls up into reports your finance team can act on.

Yes. Employees capture expenses on their phone, submit them for approval, and once approved the data flows straight into your accounting software ready for reimbursement. Dext handles the full reimbursement workflow – capture, categorisation, approval routing, audit trail and export — so finance teams can process claims faster and employees get paid back without chasing.

Yes. Dext's built-in mileage tracker uses your phone's GPS to log business trips automatically, so employees don't have to estimate distances or remember to start a timer. Every journey is recorded with date, route, distance and purpose, then submitted alongside other expenses through the same approval workflow.

Yes. Dext integrates natively with Xero, pushing categorised expense data, receipts, invoices and VAT information directly into your Xero ledger. There's no manual export – once an expense is approved in Dext, it appears in Xero ready for reconciliation. Dext has been named Xero App of the Year multiple times for the depth and reliability of this integration.

Yes. Dext integrates natively with QuickBooks Online, syncing approved expenses, receipts and invoices straight into your QuickBooks ledger with the correct categorisation, VAT codes and supplier data. The integration eliminates manual data entry and keeps your books accurate in real time, so month-end reconciliation takes minutes rather than hours.

Yes. Employees use the Dext mobile app (iOS and Android) to snap receipts, log mileage, and submit expense claims from anywhere. The app extracts the key data – supplier, amount, date, VAT – automatically, so submitting an expense takes seconds rather than minutes. Once submitted, claims move through your approval workflow without anyone needing to log into a desktop.

Yes. Dext lets you set up automated approval workflows that route each expense claim to the right person based on amount, category, project or employee. Approvers get notified instantly, can review claims from mobile or desktop, and approve or reject with one click. Every action is logged, giving finance teams a complete audit trail and dramatically reducing the time spent chasing sign-offs.

Dext stores every receipt, invoice and expense claim in one searchable digital archive, with the original document attached to its line entry and a full approval history. Records are retained securely for as long as you need them, and can be retrieved in seconds – so when it's time for an audit, tax filing or year-end review, everything you need is already organised and accessible.

Expense management focuses on the day-to-day capture, approval and reimbursement of employee-initiated expenses –things like travel, mileage, client meals and reimbursable purchases. Spend management takes a broader view, covering all company spending including vendor invoices, subscriptions, procurement and corporate cards, with the goal of giving finance teams strategic visibility and control over the total spend base. Dext sits at the expense management layer, with deep integration into the accounting software where your wider spend data also lives — so your expense workflow informs the bigger spend picture rather than sitting in a separate silo.