PEX product updates: Bill Pay is live, plus an AI agent for approvals and easier account management

Running a finance team usually means bouncing between tools: a bank portal for vendor payments, a spreadsheet for approval rules, a phone call to support when a card goes missing. Every extra system is another login, another export and another place your audit trail can break.

Our latest updates close those gaps. Bill Pay brings vendor payments onto the same platform as your cards and expenses, a new AI agent builds your approval policy with you and a handful of dashboard updates give admins more control with fewer clicks. Here’s what’s new.

Pay vendors without leaving PEX with Bill Pay

Paying vendors has always meant leaving the platform where the rest of your spend lives: logging into a bank portal, recording the payment somewhere else, then reconciling it all at month-end. Bill Pay closes that gap. Now you can create vendors, capture bills and send payments via card or ACH from the same PEX dashboard you use for cards and expenses, with the same approval workflows and audit trail you already trust.

Pay any vendor and earn up to 1% back on every virtual card payment, turning accounts payable from a cost center into a source of rebates. Forward invoices straight to your PEX inbox and we pull the vendor, amount and due date for you. Every payment syncs two-way with QuickBooks Online (and Coming soon for Aplos), so nothing gets keyed in twice and your books stay current.

Curious how much of your vendor spend could earn rebates? Share your vendor list and we’ll show you which vendors accept cards and what you could earn back each month.

Bill Pay is live on the PEX platform now. Book a demo to see it in action, check out this product demo or log in to your dashboard to set up your first vendor today.

Set up your approval policy with the PEX agent

Approval rules keep your spend in check, but building them has always meant clicking through configurations and mapping approvers by hand. The PEX agent changes that. It lives on your approval policy screen, asks how you approve spend today and builds the whole policy with you, right there in the chat.

• Tell it your rules. Skip the tier-by-tier setup and type a rule the way you’d say it out loud, like “anything over $1,000 needs the CFO,” and the agent turns it into a working policy. Describe how your team approves spend and it drafts the rules for you
• Route approvals however you work. Every company approves spend differently, so the agent covers four ways to route it: by amount, by department, by GL code or a mix of all three. Pick the one that fits how you already run, and the agent takes it from there
• Upload your org chart and skip the busywork. Point the agent at your org chart and it maps your approver groups, matching each department to the right approver and drafting the policy from your reporting lines. Setup that used to take an hour now takes a few messages
• Nothing goes live until you say so. You’re in control at every step: the agent proposes a policy, and it won’t create a group or turn on a policy until you confirm. You can review the draft, tweak anything that’s off and activate it once it matches how your team actually approves spend
• Approvals that don’t stall. The agent closes the gaps that usually trip teams up. It can add an override so a trusted approver, like your accountant or CFO, can step in when someone’s out, and it flags any empty group before it holds up a single request

PEX and Microsoft are even more embedded

You can now Sign in with Microsoft

Your Microsoft login already opens your email, your calendar and your files. Now it opens PEX too.

Pick “Sign in with Microsoft” on the login screen and we take it from there. Under the hood we use OpenID Connect (OIDC), an open standard that lets Microsoft confirm who you are without ever handing us your password. Once your Microsoft account is linked to your PEX account, you’re straight through to your spend. Learn more.

You can use it on the web at dashboard.pexcard.com and in the PEX mobile app for iOS and Android. Fewer passwords and faster logins mean one less thing between you and managing your expenses.

Introducing cardholder notifications in Outlook

Now when you connect PEX with Microsoft Outlook for no touch receipt capture, cardholders are notified when their inbox is a candidate for scanning.

When an admin opts in a cardholder, the cardholder receives a one-time email, so they’re informed from the start. Cardholders have the opportunity to opt out if they choose, and receipts can still be added via upload, text (640-800-7522), or email ([email protected]). Cardholders can opt back in anytime from the same page.

More events in account history

Your account history is your audit trail: a running record of what changed, when and who did it. We’ve added new events to the log, so more of what happens across your account shows up on its own. Open account history any time to see the full picture, with no digging and no guesswork. Learn more.

Disputes are now on the dashboard

Admin users can file a dispute right from the PEX dashboard, with no paperwork, no back-and-forth emails and no scanning.

Spot a settled transaction that’s fraud or just wrong? Pick it from the card’s purchases, choose a reason, answer a few quick questions and submit. If you’ve got a receipt to back your case, you can drag it in, and once we’ve reviewed it, we’ll email you. A dispute that used to take days of admin now takes a few clicks. Learn more.

Replace a card right from the dashboard

There’s no need to call support when a Cardholder’s plastic card goes missing. Administrators can now order a replacement in a few clicks: open the card in Cards, choose Replace card from More options, pick a reason and confirm the shipping details.

Mark it lost or stolen and we close the old card on the spot so no one else can use it, with a new card number on the way. Mark it damaged and the Cardholder keeps spending on the current card until the new one arrives and is activated. Ship to the Cardholder’s address on file or your office, choose free first-class mail or a faster option and track the order on the Card orders page.

Card replacement is enabled by PEX, so reach out to Administrator Support if you don’t see the option yet. Learn more.

Give the right people control over groups and workflows

Until now, letting someone organize your groups or maintain your approval workflows meant granting them broader user or card management along the way. Two new permissions change that. Manage Groups covers everything group-related: seeing groups and their members, creating, renaming and deleting groups and adding or removing members. Pair it with Manage Cardholders to manage cardholder members, or with Manage Users to manage admin members. Manage Workflows gives access to everything under Business settings, Workflows, so the person who owns your approval process can maintain it without touching anything else.

No setup is needed on your end. Everyone who already had Manage Users or Manage Cardholders received Manage Groups automatically, and everyone with Manage Cardholders received Manage Workflows, so existing access is unchanged. Head to a user’s Permissions page to fine-tune who holds each one.

Sync vendors from QuickBooks Online

If you already manage your vendor list in QuickBooks Online, you don’t have to rebuild it in PEX. The new QBO vendor sync brings your existing vendors into PEX so you can start paying them through Bill Pay without recreating them by hand.

Find tag option in seconds

Managing tag-based visibility used to mean scrolling through long lists of tag options to set who sees what. Not anymore.

We added filtering and quick search to group visibility, so updating your lists takes minutes. Now you can:

• Search a tag option by name and jump straight to it
• Filter the list down to only enabled options
• Update visibility across your groups without losing your place

Type what you’re looking for, set who sees it and move on. Come back any time your teams or projects shift, keeping visibility current keeps your coding process running smoothly.

Sync reimbursements to NetSuite

Reimbursements now sync from PEX into NetSuite automatically. No manual bill entry, no re-keying, no chasing receipts.

Enable reimbursement sync in the NetSuite connector, select your bank and A/P accounts, and every cardholder reimbursement appears in NetSuite as a Vendor Bill:

• Coded correctly from the start. Each bill line carries the expense account, class, department, and location from your existing mappings.
• Paid and recorded. Once you pay the cardholder, the bill is marked paid with a Vendor Payment dated to the actual payout.
• Receipts included. Receipt images and supporting documentation sync as attachments on the bill, so backup lives with the record.
• Flexible vendor setup. Create a vendor per cardholder or post everything to a single vendor of your choice.
• Self-cleaning. If a payment is returned or cancelled, the NetSuite records are removed automatically.

What used to be a month-end chore now just shows up in your books. Learn more.

Coming soon

• More ways to sync your books. Not using QuickBooks Online? No problem. We’re bringing end-to-end Bill Pay with Aplos, and updating PEX’s universal exporter so you can export bill payments to over 50 accounting and ERP systems
• Expense policy setup and out-of-policy detection. Set your spending policies in PEX and get flagged automatically when a receipt falls outside them
• User roles. Setting up a new team member in PEX today means checking permission boxes one at a time, then repeating it for everyone who does the same job. We’re building roles: assign a predefined role in a single step, tailor it to how your team works or build your own from scratch, so every user has exactly the access they need. Nothing changes for your existing users or Cardholders until roles launch

These updates share one goal: fewer systems, more control and a clearer record of your spend. Bill Pay moves accounts payable onto your existing platform, the PEX agent takes the manual work out of approval policies and the dashboard updates give admins the visibility and control they’ve been asking for.

Book a demo to see it all in action, or log in to your dashboard to try it today.

FAQ

What is PEX Bill Pay?
Bill Pay is a PEX feature that lets you create vendors, capture bills and send payments from the same dashboard you use for cards and expenses, with the same approval workflows and audit trail

Does PEX Bill Pay sync with QuickBooks Online?
Yes. Bill Pay payments sync two-way with QuickBooks Online, and the new QBO vendor sync brings your existing vendor list into PEX

How much can I earn back with Bill Pay?
You earn up to 1% back on every vendor payment made with a virtual card through Bill Pay

How do I set up an approval policy in PEX?
Use the PEX agent on your approval policy screen. Describe your rules in plain language, or point it at your org chart, and it drafts a policy for you to review before anything goes live

Can I sign in to PEX with my Microsoft account?
Yes. Choose “Sign in with Microsoft” on the login screen, on the web or in the PEX mobile app, and PEX verifies your identity through Microsoft using OpenID Connect

How do I dispute a transaction in PEX?
Admin users can file a dispute directly from the dashboard: pick the transaction, choose a reason, answer a few questions and submit, with an optional receipt attached