Are you tired of wasting hours every month sorting through receipts and invoices? You’re not alone. For many business owners, managing receipts is one of those tedious admin tasks that constantly gets pushed down the priority list.
But it doesn’t have to be that way.
In this post, we’ll walk you through a simple, largely automated system using Dext (formerly Receipt Bank) that allows you to collect and organize hundreds—or even thousands—of receipts with minimal effort. In fact, once it’s set up, you can manage it all in under 5 minutes a month.
Step 1: Use Dext – A Receipt Management Tool
The foundation of this system is Dext, a top-tier expense and receipt management platform trusted by accountants and small business owners. While it’s not the cheapest software on the market, the time it saves makes it an excellent investment.
If you’re already working with a tech-savvy accountant, you may already be using Dext. If not—it’s worth asking why.
Step 2: Set Up a Dedicated Purchases Email Address
Create a new, dedicated email address for purchases, such as:
Use this email for all online business transactions. That means:
- Logging into supplier websites
- Placing orders
- Receiving order confirmations and digital invoices
This keeps all your receipts in one place—completely separate from your main inbox—making them easier to track and automate.
Step 3: Auto-Forward Receipts to Dext
Dext gives you a unique forwarding address (e.g., [email protected]) where you can send receipts directly.
Instead of manually forwarding each email, simply set up an auto-forwarding rule from your purchases inbox to your Dext address. From that point on, any email receipt received will automatically be uploaded to Dext—no action required from you.
📌 Pro Tip:
Customize your Dext forwarding email to something clean and brand-friendly so it’s easy to remember and manage.
Real Results: Save Time and Headaches
One of our clients recently implemented this exact setup. Before, they spent up to 6 hours each month manually uploading receipts. After setting up this automated system:
- Setup time: ~10 minutes
- Ongoing admin time: Less than 5 minutes/month
- Time saved: Around 6 hours/month
- Peace of mind: ✅ Everything is stored, organized, and audit-ready
What’s the Cost?
- Dext subscription: Premium pricing, but pays for itself in saved time and stress
- New email setup: Free or just a few pounds/month, depending on your email provider
- Time savings + reduced admin burden: Priceless
Want Help Setting This Up?
If you’re ready to streamline your finances and get your time back, we can help.
Contact us at Adaptive Accountancy to implement this system for your business and enjoy hassle-free expense management.