Where Dext is strong
Dext Prepare is a mature product. It started life as Receipt Bank and was renamed Dext in 2021. Per its public pages, it supports several ledgers and offers practice plans priced by client count. For a firm that keeps clients on more than one accounting system, that breadth is a real advantage, and we would not ask such a firm to give it up.
Dext also has a long track record with accountants and a team that knows the problem well. If your practice depends on its features across several ledgers, staying is a reasonable choice.
ReceiptQBO takes a narrower path on purpose. It is a receipt and bill inbox with AI that posts only to QuickBooks Online. Every client screen, every coding field and every rule is built around the lists inside a QuickBooks Online company: accounts, classes, locations, customers and projects. We think that focus is the main reason to look at us, and the only reason that matters if your entire client list already lives in QuickBooks Online. The broad overview of the product is on our QuickBooks receipt scanner home page.
What changes when you switch
The daily loop is familiar: documents come in, get read, get coded, get reviewed, get posted. The details differ.
- Confidence per field. Vendor, date, total, tax and account each carry a confidence score. Each client has its own threshold, 90 percent by default. Items at or above it are approved and posted automatically. The rest wait for a person.
- One queue for the whole practice. Uncertain items from every client sit in a single review queue, lowest confidence first, so the team works on real problems before routine ones.
- Rules beat the AI. A vendor rule always wins over the AI suggestion. A correction becomes a rule in one click, and the Firm plan adds rule templates you can apply across the practice.
- Statements count too. Besides bank and card lines already in QuickBooks, you can import CSV, OFX, QFX or QBO Web Connect files, so matching works even before a bank feed is clean.
The full reading and posting flow is described on how it works.
Fwd: Your Lowe's receipt
Forwarded email, 2 min ago
IMG_4471.HEIC
Client link, 9 min ago
Invoice #88213 from Sunbelt Rentals
Gmail filter, 22 min ago
38 files from October folder
Batch upload, 1 hr ago
Per client and per practice pricing, explained
Many tools in this space price by the number of clients, so the bill grows with every company you take on. ReceiptQBO prices by practice. You pick a plan with a client limit and a pooled monthly document allowance, and any client can use as much of the pool as it needs.
Here is an example using only our own prices. A bookkeeper looks after 22 clients. Some send 300 receipts a month, others send 15. On the Bookkeeper plan billed yearly, the practice pays $149 a month for up to 25 client companies and 2,500 documents a month pooled. Spread across 22 clients, that is about $6.77 per client per month, and the busy clients borrow from the quiet ones without anyone tracking per client limits.
If the practice grows past 25 companies, the Firm plan covers up to 100 companies and 10,000 documents a month, at $899 a month or $449 a month billed yearly. Upgrading mid period charges only the difference for the rest of that period. If the pool runs out, documents wait in the queue rather than being refused.
Compare this with your current invoice, not with a list price. The pricing page has every plan.
Client experience without another login
The weakest link in any receipt workflow is the client. Most owners will forward an email. Far fewer will open an app or remember a password at the end of the month.
ReceiptQBO is built around that habit. Each client company gets its own forwarding address, so a receipt sent from a phone lands in the right company with no tagging. For clients who live in Gmail or Google Workspace, an in-app guide sets up a filter that forwards receipts automatically. Receipts sent as plain emails, with no attachment, are read from the email body.
When bank or card charges have no receipt, they form the client's missing receipts list. Every week, on a weekday you choose, the client contact gets an email listing those charges with a no-login upload link. A send now button handles the urgent cases. The details of that email are on the missing receipt reminders page, and the Gmail setup is in our guide to forwarding receipts from Gmail.
Expense, ready to post
96%- Vendor
- Sunbelt Rentals
- Account
- 6600 Equipment Rental
- Class
- Field Ops
- Location
- Round Rock
- Project
- Lakeview Deck Project
- Billable
- Yes, to customer
Controls a firm can show a reviewer
Practices that work under review standards need to show who did what. ReceiptQBO records every step of a document's life: received, read, rule applied, edited, approved and posted, each with a person and a time.
Roles map to how firms split work. Owners and admins manage the practice. Preparers code. Reviewers check. On the Firm plan, approvers sign off before posting, thresholds are set per client, roles can be granted per client, and the audit log exports alongside a monthly reconciliation report and a close checklist.
The connection to each QuickBooks Online company goes through the Intuit sign-in, so we never see QuickBooks passwords. Tokens and files are encrypted at rest and in transit, and disconnecting a company revokes its tokens. The security page covers the rest in plain language.
These controls matter less to a solo bookkeeper and more to a firm with several staff. Choose the plan that fits the size of your team rather than the longest feature list.
When Dext is still the better choice
Be honest with yourself about your client mix. If even a quarter of your clients use another ledger, running two tools adds training, two sets of rules and two places to look at month end. In that case, a multi ledger tool like Dext usually wins on simplicity.
The same is true if your team relies on integrations that only a multi ledger tool offers, or on a workflow your staff knows by heart and does not want to relearn. Switching has a cost, and the gain needs to be larger than that cost.
Where ReceiptQBO pulls ahead is the QuickBooks Online only practice with clients who forward rather than log in, where class, location and project coding matter, and where the team wants one queue sorted by risk. If that is you, try a single receipt on the home page, with no account, and look at the proposed account. Then connect one client and run it beside your current tool for a month before moving the rest.
Dext Prepare and ReceiptQBO compared
| Topic | Dext Prepare (per its public pages) | ReceiptQBO |
|---|---|---|
| Ledgers supported | Several accounting ledgers | QuickBooks Online only |
| Pricing model | Practice plans priced by client count | Practice plans with a client limit and pooled documents |
| Client intake | Several intake options, see their site | Forwarding address per client, upload, Gmail filter, no-login link |
| Automatic posting | Check their current documentation | Per client confidence threshold, default 90 percent |
| Review order | Check their current documentation | One queue across clients, lowest confidence first |
| Missing receipts | Check their current documentation | Weekly reminder email with bank lines and upload link |
| Best fit | Multi ledger practices | QuickBooks Online only practices |
Competitor details are summarized from public pages and may change. We do not list competitor prices.
How to migrate from Dext to ReceiptQBO
- Connect each QuickBooks Online company. Use the Intuit sign-in for each client so accounts, classes, locations and customers sync into ReceiptQBO.
- Swap forwarding addresses. Send each client its new ReceiptQBO address and update Gmail or Workspace filters and any supplier emails that went to Dext.
- Recreate your supplier rules. Export your most used supplier settings, then add them as vendor rules, or as practice-wide templates on the Firm plan.
- Load recent statements. Import the last month of CSV, OFX, QFX or QBO Web Connect statements so matching and the missing receipts list start complete.
- Set thresholds and roles. Pick a confidence threshold per client and assign preparers and reviewers before the first month end.
- Retire Dext client by client. Once a client closes a month cleanly in ReceiptQBO, stop its Dext intake and keep old files for reference.