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Transactions are not syncing

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Purchase transactions  

Your purchase transaction might not have synced because:
  • A transaction is from today, and your connector last synced yesterday. Please allow at least one day for the connector to sync after the transaction occurs.
  • If a transaction hasn’t synced and falls outside the sync start date. Please update the start date to predate the transaction date. Then, allow the connector one day after the transaction occurs for syncing.
  • It is still in a pending status (not settled).
  • You have not tagged it with the required tag(s). 
    • Imagine that you use the PEX Connector for QuickBooks Online. To sync a purchase transaction to your QuickBooks Online, you have to tag a transaction with a required PEX tag - Category. If you don’t do it, the transaction will not sync.
  • You have not approved the transaction, but the connector is configured to sync only approved transactions.
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  • Transactions are older than 1 year.
    • Connectors do not sync transactions older than 1 year even when you click “Sync now”. 
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    • If you need data from older months, send us an email with the desired time period and file type (.qbo, .csv, .xls, or .xlsx) to adminsupport@pexcard.com. Alternatively, if there are just a few transactions, it might be faster to manually enter them into your accounting app ledger.
  • Incorrect mapping
    • Imagine that you are using the PEX Connector for QuickBooks Online. To sync a purchase transaction with QuickBooks Online, you need to map the Category field to a corresponding PEX tag, which might be called “QB Category”. Unfortunately, you have mapped the Category field to a PEX tag called “QB Class”, as shown on the screenshot below. A purchase transaction will not sync until it is tagged with one of the QuickBooks Online categories.
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  • Mapping to deleted tag
    • Purchase transactions will not sync when they are tagged with the deleted PEX tag.
      • In this scenario, the connector will flag the purchase transaction as improperly tagged. Imagine you’re using the PEX Connector for QuickBooks Online. To sync a purchase with QuickBooks Online, you map the Category field to a corresponding PEX tag named “QB Category.”
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      • Then you go to Transactions -> click on your transaction -> locate the “QB Category” PEX tag and apply it to the transaction.
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      • Afterwards, you navigate to Business Settings -> Tag Manager -> locate the “QB Category” PEX tag and delete it before your purchase transaction syncs to your QuickBooks Online account.
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  • Timeout
    • You might have accumulated too many transactions, causing a timeout. To resolve this, set a more recent start date in the “Start date” field on the first step of your PEX Connector Setup (below is the QuickBooks Online example), such as one month ago, save the configuration, and click “Sync now”.
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  • Transaction list is filtered by a wrong vendor/merchant.
    • If you selected the “Create a vendor for each unique merchant” option, PEX will book transactions against the corresponding merchants that already exist in your accounting app. If no matching merchant exists, PEX will automatically create a new one. This is why, when you filter the transaction list by a merchant like “PEX Card”, you may not see synced transactions. Remove the filter to view the synced transactions.
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  • Token expired
    • If your transactions still do not sync even though they are in settled status, approved by Admin, with correct tags, not older than 1 year, and no timeouts detected, then your token might have expired. Contact us for assistance at appsupport@pexcard.com.
Note:The reasons above apply only to purchase transactions.

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Transfer/bill payment transactions  

One possible reason for this issue is that you set the bank account and payment account as the same account. Connectors do not permit this because you cannot credit and debit the same account. Typically, the bank account is the Checking account; for example, when transferring to PEX, the bank account is credited, and the payment account (usually named “PEX” or similar) is debited. To ensure correct syncing of transfers and bill payments, make sure that the bank account and payment account are different accounts.

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Additional questions

The same transaction can be synched twice if it was synched the first time and then you removed the sync note from that transaction.
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Do not delete or update the “Synced with <accounting app name>” note to avoid duplicate transactions appearing in your accounting app ledger.
To add additional details, you can create a separate note.
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If you must modify the “Synced with <accounting app name>” note without triggering a duplicate sync, add your content before or after the existing text “Synced with <accounting app name>”.
Once a transaction is synced, it is not processed again, so any changes or updates are not synced over. We indicate that a purchase transaction has been synced by leaving a note on it. If you wish to resync a transaction with new receipts or tags, you can delete the transaction in your accounting app and remove the note in PEX.
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The transaction will resync during the next sync. However, if there are many transactions to update, it might be easier and faster to make the updates directly in your accounting app.
Auto-sync always processes transactions for the last 2 months from today every 24 hours.
Connectors use the configured start date, which cannot be set more than one year in the past. For example, if you set the start date to August 2022 in October 2022, the connector will automatically adjust it to comply with the one-year limit. If today is August 2024, the connector will automatically adjust to sync transactions for the time range from August 2023 to August 2024.
Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Any cell without a “Synced with <your accounting app name>” note likely hasn’t synced to your accounting app. 
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You can also download a Spend by Transaction report -> see the Notes column.
The PEX Connector automatically syncs transactions as expenses or journal entries directly to your accounting app’s register.You can sync your PEX transactions (and receipts) and code them directly in your accounting app. Alternatively, transactions can be pre-coded with the correct account/category, department, class, and receipts — so there’s no need for manual coding or uploading receipts in your accounting app. PEX also supports auto-coding to reduce manual work through PEX Auto-Tagger. Note: PEX does not import transactions into bank feeds, so they won’t appear there first.

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Fixing wrong tag setup

To quickly fix the setup of your connector:
1
In your connector, change the setting to sync only approved purchases. This gives admins and cardholders time to tag transactions and complete the approval process before the connector attempts to sync the transactions.
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2
Go to the Tag Manager to recreate your tags so the connector can sync them:
  • Rename your old tags with a suffix “(old)” so PEX can reuse their initial names.
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  • Create a new dropdown tag with an initial temporary option with name and value TEMP.
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3
When that is done, go back to your connector.
4
Map this new tag to its field in the connector with Sync enabled.
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5
Click Sync. The connector will sync Expense Categories as tag options. When the spinner stops, the tag options have synced.
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6
Open the tag again in Tag Manager (pencil icon). Tag options should appear under the tag.
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7
Disable the temporary initial value (TEMP/TEMP) so it does not appear to users.
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8
New or renamed Expense Categories will automatically sync to your dropdown tags.
  • You can disable any Expense Category in Tag Manager that you do not want visible to users for tagging.
9
Tag transactions with these tags, approve them, and on the next sync they should sync over.
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If you need other fields mapped, follow the same steps for those fields. You can also set those dropdown tags as required so they are filled out when tagging.
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Tag issues

To ensure purchases sync with the correct Expense Category or Account, use the PEX approval system along with your PEX tags. This approach lets users prepare purchases and ensures that the connector only processes them once approved.Cardholders or Admins should enrich purchases with receipts, tags, notes, and so on. Afterward, an Admin reviews and approves the purchases. Only then will the connector process the transactions using the assigned tags. To activate this feature, switch to syncing only approved purchases as shown in the screenshot below.
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Any tag changes made after a transaction has been synced are not captured. To fix this, update your PEX Connector settings to sync only approved transactions. Approve transactions after tagging so they sync correctly.
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Tags may not be enabled in Tag Manager. Verify that they are enabled in Tag Manager.
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PEX does not permit editing of tag option values, whether created manually or automatically. For incorrect options, add a suffix like “(OLD)” to the invalid tag names, disable them, and sync correct options.
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If all options are incorrect, consider renaming the tag with an “(OLD)” suffix, disabling it, and creating a new tag as outlined in Fix wrong tag setup.
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After that, re-tag your purchases. You might want to use Auto Tagger, which tags purchases for you or your cardholders based on rules you configure.
If tag option sync is on, any options manually added in PEX or marked as inactive in your accounting software (for example, QuickBooks Online or Xero) will be disabled after every sync.
Currently, the connector does not re-enable tag options in PEX, even if they are reactivated in the accounting app and sync remains turned on.
In other words:
  • The tag option sync is on.
  • You disable a tag option in PEX that is still active in QuickBooks Online.
    • Or you first disable, then re-enable the corresponding category, class, and so on in QuickBooks Online.
  • You perform a sync or auto sync.
  • The tag option stays disabled in PEX and is not automatically re-enabled. You must manually enable it again.
If you rename tag options to be more user-friendly but the changes revert, it is due to PEX syncing. Contact us to update the logic so name changes are retained while new options still sync to PEX.
Deleting a tag is permanent. If you no longer want to use a tag, PEX recommends that you set the tag to Enabled: No.

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Support

For any questions related to your connector, email appsupport@pexcard.com.
Last modified on April 23, 2026