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Administrators and cardholders are able to attach a receipt to a pending transaction. Ordinarily, a pending transaction will be matched with the merchant settlement, and the receipt (and any transaction notes) will be saved together with the settlement. However, there are cases where a receipt may be expired:
  1. If the merchant did not settle the transaction within 5 days of the purchase.
    • If the transaction is cancelled, and you do not expect a settlement from the merchant, then the attached receipt can be deleted.
    • You can contact the merchant and let them know that they did not settle the charge.
  2. If the merchant reversed the pending transaction and reprocessed it.
    • You can download the receipt from the “Expired” tab, save it to your computer, and attach it to the new transaction in the cardholder’s transaction history.
    • Type the transaction notes that were included with the receipt in the “Add a new note” field.
    • This scenario is common with hotels.
  3. If the merchant settlement details do not match the pending transaction.
    • You can download the receipt from the “Expired” tab, save it to your computer, and attach it to the correct transaction in the cardholder’s transaction history.
    • Type the transaction notes that were included with the receipt in the “Add a new note” field.

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How to Review Expired Receipts

1
Log in to dashboard.pexcard.com.
2
Click the “Review” page on the left navigation.
3
Click the “Expired” tab.
4
Review, delete or download expired receipts.
Last modified on April 22, 2026