These best practices help you maximise efficiency and minimise errors when using Dext Prepare.

Document Upload Best Practices

1. Take Clear, Straight-On Photos

• Use good lighting (natural light is ideal)
• Hold camera straight and perpendicular to the document
• Ensure entire document is in frame
• Avoid glare or shadows obscuring text

2. Scan Instead of Photograph

• Use a physical scanner or multifunction printer
• Use your smartphone document scanner app
• Scanned PDFs produce clearest OCR results

3. Upload One Document Per File

• If you have multiple invoices in one scan, separate them
• Upload multiple files at once for batch processing
• Choose one per page if multiple documents in one PDF
• Never upload duplicate invoices

Review Checklist Before Publishing

Review every document before clicking Publish:

• Supplier/Customer name is correct and matches BrightBooks
• Date matches the document
• Amount is accurate
• Tax code is correct
• Account code is valid
• No mandatory fields are empty

30 seconds now saves 5 minutes of fixing later!

Workflow Efficiency Tips

Tip 1: Batch Process Documents

Upload multiple documents, review them together, then publish in bulk. Saves time switching between screens.

Tip 2: Archive Completed Documents

Archive imported documents to keep workspace clean and spot documents needing attention.

Tip 3: Use Mobile App

The Dext Prepare mobile app lets you photograph and upload documents from anywhere. Process fully later on desktop.

Monthly Housekeeping Checklist

• Archive successfully imported documents
• Review and fix any documents stuck in Failed status
• Verify tax codes still align with BrightBooks
• Check that Dext-BrightBooks connection is active
• Empty trash or unarchive unused documents