QuickBooks Online vendor card creation

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Accessing the app

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Select your use case(s)

• Create vendor cards from my QuickBooks vendors.
• Sync transactions from PEX to QuickBooks nightly.

1

Click Create vendor cards from my QuickBooks vendors.

2

Click the green button to connect to your QuickBooks Online account if you are not already connected:

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Select vendors to auto-create vendor cards for

1

You will see a list of your top active vendors.

Note:PEX imports only active vendors.

2

A to Z, Z to A, and Total Spend are the Your QuickBooks vendors list sorting options. You can also filter Your QuickBooks vendors by expense category.

3

Select the vendors you want vendor cards for: click a name in Your QuickBooks vendors. Hold Cmd + click (Mac) or Ctrl/Shift + click (Windows) to select multiple. To select every vendor, click Select All.

Note:You can select up to 25 vendors at a time.

4

If you do not see a vendor, search for any vendor in QuickBooks Online using the Your QuickBooks vendors search bar.

5

If a vendor is missing from the list, add them in QuickBooks Online first. See Add a vendor in QuickBooks Online. After you add them, the name is searchable in PEX.

6

When your selections are ready, click the right-arrow button to move them to Selected vendors.

7

To remove a vendor from Selected vendors, click the name, then the left-arrow button. The vendor returns to Your QuickBooks vendors.

8

To clear Selected vendors, click Reset all.

Note:The system creates vendor cards only for vendors in Selected vendors.

9

Click Next.

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Add card details

1

On this screen, you will see all vendors you added to Selected vendors.

2

You might have 2 options:

• Set an auto card funding limit drawn from your PEX Business Balance.
• Turn off auto funding and add initial funding for that vendor card (PEX Prepaid only).

3

Note:If transaction sync with QuickBooks is already set to book purchases to a single vendor, you will see the Automatically map expenses from vendor cards to vendors in QuickBooks toggle.

4

By default, it is on. If you leave it on, then:

• The system will book PEX purchases against the corresponding vendors on your created vendor cards.
• If your purchases do not have corresponding vendors, then the system will book PEX purchases against a single vendor.

Should you turn this option off, the system will book all your PEX purchases against a single vendor.

5

Click Next.

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Confirm order

1

Confirm your order by clicking Finish.

2

Clicking Finish creates vendor cards and opens the Manage vendor cards tab. All vendor cards are activated on creation and can be used immediately.

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Managing vendor cards

1

View your PEX vendor cards created from your QuickBooks vendor list.

2

Click a card to manage it.

3

If transaction sync with QuickBooks is not set up, you will see Sync your transactions to QuickBooks nightly. Click Get started to set up sync between PEX and QuickBooks.

• Connector for QuickBooks Online (Prepaid)
• Connector for QuickBooks Online (Charge)