Bookkeeping Software

Dext is an AI-based platform automating bookkeeping for small businesses and accountants, launched in 2011 (Receipt Bank). More than 700,000 customers use the service all over the world; more than 10,000 accountants and bookkeepers work with Dext. The platform processes more than 311 million business documents every year using AI technologies that allow extracting data with 99.9% accuracy. The solution is integrated with more than 30 popular accounting software services and connects with more than 11,500 banks and other financial institutions globally.

What We Built

The whole suite of features: AI-driven bookkeeping automation (receipt capture via mobile app, email and uploads), data extraction with 99.9% accuracy, automatic categorization, collaboration for multiple users, 10-year storage of documents, employee expense management (includes mileage), and 30+ accounting software integrations.

Tech Stack

Next.js 16.2.12, frontend, React, Builder.io (CMS), Node.js backend, PostgreSQL, AWS infrastructure (PaaS), Segment (customer data platform), Trustpilot (reviews), Priority Hints (optimization), LinkedIn Insight Tag, Google Analytics, Facebook Pixel.

Revenue Model

Freemium model and subscription-based revenue (subscriptions $25.21/mo for 250 receipts, 5 users). Additional revenue comes from subscriptions and transaction fee for Dext Payments based on Airwallex payments technology.

The Challenge

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    Data Entry via Manual

    Small businesses and accounting firms used to spend hours manually entering data from receipts, invoices, and bank statements. The use of AI-enabled data extraction was necessary with 99.9% accuracy to avoid manual data entry.

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    Document Upload Complexity

    Receipts can come in various forms – paper-based, e-mail, PDFs, and images. Mobile scanning, uploading by email, and bulk uploading options were needed. It needed to support vendor statements, bank statements, and line items.

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    Categorization of Data and Integration

    The extracted data was required to be correctly categorized (expense type, tax code, and account) and synchronized to more than 30 accounting software systems such as QuickBooks, Xero, Sage, and Zoho. API integrations and real-time synchronization were needed.

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    Collaboration and Approval of Data

    Businesses usually require more than one person to upload, track, and approve their expenses. Role-based permissions and approval process was needed.

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    Compliance and Storage of Documents

    Businesses need to retain their financial documents for 10+ years for audit purposes. GDPR compliance, encryption, and retrieval of documents easily was required.

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    Employee Expenses Management

    Businesses need to manage employee expenses including mileage tracking.

Our Solutions

Our Solutions

AI-Driven Document Scanning

Various options of submission are available – mobile scanning, email forwarding, upload through web and auto-pull from accounts. With the help of AI, all relevant information is extracted with 99.9% precision. No manual entry or lost documents.

AI-Based Classification & Synchronization

Documents are classified using artificial intelligence in terms of type of expenses, tax codes and accounts. Direct synchronization with accounting software (QuickBooks, Xero, Sage, Zoho). 30 accounting integrations and more than 11,500 banks.

Employee Expenses Management

Mobile app for submitting and approving expenses. Mileage tracking and reimbursement. Real-time control with a digital audit trail. No need for email chains, manual data entry and lost receipts.

Dext Payments Integration

Make payments to suppliers and employees directly via Dext. Secure payment processing (based on Airwallex technology). Automatic synchronization with accounting software.

Document Management and Collaboration

Documents are stored in a secure cloud storage for 10 years in case of audit requirements. 99.9% accuracy capture. Collaborative tool with role-based access. Accountants have access to client documents.

14-day free trial

No credit card needed for a free trial. Professional assistance with onboarding and customer support. More than 700,000 customers and 10,000 accounting firms.

Architecture

Frontend (Next.js 16.2.12 + React)

Responsive web application with Builder.io CMS. Features - document capture (upload, email, mobile), expense tracking and approvals, employee expense tracking, collaboration dashboard, payment processing, document storage and searching, account integrations.

Backend (Node.js)

REST API + Webhooks. Services - AI document processing engine (receipts/invoices/statements), data extraction (accuracy 99.9%), expense categorization engine, users management (teams/permissions), approvals workflow engine, payment processing (Dext Payments), accounting integrations (layer 30+ platforms), document storage (10 year retention). API throughput 6,200+ req/min.

AI/ML Layer

Document recognition and data extraction (supplier, amount, date, items, tax). Expense types categorization algorithms. Continuous learning for accuracy increase.

Data (PostgreSQL)

User profiles, documents and their metadata, expenses data, categorization rules, team permissions, approvals history, payment records.

Integrations

30+ accounting platforms (QuickBooks, Xero, Sage, Zoho), 11,500+ banks/financial institutions, Airwallex payments, Segment (customer data platform).

Infrastructure (AWS)

Amazon Web Services (PaaS). EC2 Auto Scaling (min 3, max 10, 70% CPU). RDS PostgreSQL Multi-AZ. Elasticache Redis. S3 for document storage. CloudFront CDN. RTO 15 min, RPO 5 min.

Analytics

LinkedIn Insight Tag, Google Analytics, Facebook Pixel for marketing analytics. Trustpilot for customer reviews. Priority Hints for performance improvements.

Social Application & Platform Development Service Architecture
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Key Technical Solutions

Security and Compliance

  • Authentication

    OAuth2 / JWT with SSO. Access control is based on the role — owner, accountant, employee, and admin. MFA for admin accounts. Rate limiting (100 req/min/user).

  • Privacy

    GDPR and ISO compliant. Minimal data retention — storing only financial information. Right to erasure workflow. Consent mechanism.

  • Encryption

    At rest — RDS (AWS KMS AES-256), S3 (SSE-S3). In transit — TLS 1.3. Automated encryption of snapshots.

  • API Security

    Key rotation (monthly) using AWS Secrets Manager. CORS restrictions. JSON schema validation, parametrized queries, input sanitizing. AWS WAF.

  • Document Security

    10 years encrypted retention period. Access control of documents. Auditing of all accesses and changes of documents.

  • Payment Security

    Dext payments through Airwallex, authorized by FCA. PCI-DSS compliant payment processing.

  • Audit Controls

    Immutable logging in AWS CloudTrail (7 years). Compliance check with Config service. Security findings aggregation in Security Hub.

Load Testing and Validation

Testing methodology

Unit Testing (Jest, 85% coverage) for each commit. Integration Testing (Postman, 200+ test cases) daily. Load testing (k6/Artillery) weekly. Regression blocked in case of performance degradation of p95 by more than 10%.

Test Scenarios

Document upload → AI Extraction → Categorization → Sync with Accounting → Expense Approval → Payment Processing. User distribution: 50% - document upload, 25% - approval, 15% - payment, 10% - administration.

Testing Environment

700K+ customers, 10K+ accounting firms, 311M+ documents processed yearly.

Performance Benchmarking (p95):

  • AI extraction - 450 ms (target less than 500 ms)
  • Document upload - 1.2 seconds (target less than 1.5 seconds)
  • Sync with accounting - 280ms (target less than 300ms)
  • Expense approval - 120ms (target less than 150ms)
  • API throughput - 6,200 requests per minute (target 5,000 requests per minute)
  • Uptime - 99.95%

Scalability

PostgreSQL - 200 connections (pool: 20/node x 10 nodes). Redis - session management (80% hit rate). Auto-scaling - maximum 10 nodes at 70% CPU. AI processing - scalable document extraction.

DR

RTO - 15 minutes (Terraform). RPO - <5 minutes (RDS Multi-AZ). Monthly DR Testing.

Outcomes and Business Value

Key Metrics

  • Global customers: 700,000+
  • Accounting firms: 10,000+
  • Documents processed: 311M+ annually
  • AI accuracy: 99.9%
  • Document retention: 10 years
  • Pricing: $25.21/month (250 docs, 5 users)
  • Integrations: 30+ accounting, 11,500+ banks
  • Uptime: 99.95%

Technical Outcomes

  • AI document extraction with 99.9% accuracy
  • Multi-channel capture (mobile, email, upload)
  • 30+ accounting software integrations
  • 11,500+ bank connections
  • Dext Payments via Airwallex
  • 10-year encrypted document retention

Business Impact

  • Eliminated manual data entry
  • 10,000+ accounting firms streamlined workflows
  • 311M+ documents processed annually
  • End-to-end expense management

Market Differentiation

  • 99.9% AI extraction accuracy
  • Multi-channel capture (mobile, email, upload)
  • 30+ accounting integrations
  • Dext Payments for end-to-end workflow
Conclusion

Key Learnings from Building Dext

01

AI-Powered Extraction No Manual Data Entry Required

Data entry takes up many hours. AI extraction ensures that all supplier information, amount, date, and line items are captured with 99.9% accuracy.

Result

311M+ documents processed; no manual data entry required

02

Multi-Channel Receipts for Maximum Usage

Receipts take up different formats. Scanning on mobile, forward by email, upload through website, and auto-fetch.

Result

700,000+ customers, 10,000+ companies.

03

Seamless Synchronization Is Key For Bookkeeping

Integration with accounting software is very important. 30+ accounting solutions and 11,500+ banks integrated.

Result

Automatic synchronization and no double-entry.

04

Collaboration for Teamwork

Many users need to submit and approve the expenses. Permission-based access and digital audit trail.

Result

Faster approvals and complete visibility.

05

Document Retention For Compliance

Long term document retention is needed. Encrypting and ten-year document retention with search function.

Result

Fully audited documents, GDPR compliant.

06

End-to-End Integration Increases Efficiency

Capture, processing, payment. Dext Payments via Airwallex for supplier/employee payments.

Result

Fully automated bookkeeping.

Dext has shown that AI-powered bookkeeping automation improves the finance management process. With 99.9% extraction accuracy, 311M+ documents processed, and 700,000+ customers, we proved that AI eliminates manual data entry.

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