Connector for Outlook

Link PEX with your organization’s Microsoft Outlook account to enable no-touch receipt collection for your cardholders. Connect once and PEX will handle the rest — no manual receipt uploads and no chasing employees for documentation. The Connector for Office 365 (Outlook) connects your organization’s Microsoft 365 environment to PEX. On a schedule (or on demand) PEX scans your cardholders’ Outlook inboxes for vendor receipts, extracts the receipt details and attachments, and matches them to the corresponding PEX card transactions so your documentation is captured automatically.

How it works

Admin connects once using Microsoft 365 credentials. All active cardholders are enrolled automatically.
PEX scans cardholder inboxes for vendor receipt emails (for example Uber, Delta, Amazon) based on subject line, sender and attachments, then extracts the receipt details.
Receipts are matched to card transactions and attached automatically. There is nothing for cardholders to do.

Note: This is an Admin-level integration. It is configured once by an Admin and then runs for the whole business — individual cardholders do not need to install or connect anything. The connector has three tabs:

Connect — connect (or disconnect) your Microsoft 365 account and configure how PEX scans inboxes.
Sync — run scans on demand, turn on the automatic schedule and review sync history and monthly metrics.
Status — review the individual receipt attachments PEX has scanned and their matching results.

Connect PEX and Outlook

To install and launch the connector from the PEX Marketplace, follow these steps:

Log in to https://dashboard.pexcard.com/
Navigate to Apps > Available
Locate Connector for Office 365 (Outlook).
Click More info > Install > Launch.

Note: To install the connector you need the following permissions enabled: Edit business settings & apps, Manage cardholder and View card transactions. You can enable them in My Profile > Permissions. Once the app launches, you land on the Connect tab. In the Connection card, connect your Microsoft 365 account:

Click Connect and Sign in with the Microsoft 365 account for your organization.
Review the requested permissions and accept them to grant PEX read-only access to your organization’s Outlook email data so it can find and capture receipts.
When the connection succeeds, the Connection card shows a Connected status.

Configure settings

On the Connect tab, below the How it works summary, use the filters on the Outlook connector card to control exactly which mailboxes, folders, senders and messages PEX scans. All filters are optional. Click SAVE when you are done.

Setting	What it does
Internal emails	Toggle on to exclude emails sent between cardholders on the same domain.
Include inboxes	When set, only these cardholder inboxes will be scanned.
Exclude inboxes	These cardholder inboxes will not be scanned.
Include folders	Only these mail folders will be scanned. When not set, only the Inbox is scanned.
Exclude folders	Messages in these mail folders will not be scanned.
Include from addresses	When set, only emails from these senders will be scanned.
Exclude from addresses	Emails from these senders will be skipped.
Include subject keywords	When set, only emails whose subject line contains these terms will be scanned (for example Invoice, Receipt, Order).
Exclude subject keywords	Emails whose subject line contains these terms will be skipped (for example Confidential).
Include body keywords	When set, only emails whose body contains these terms will be scanned.
Exclude body keywords	Emails whose body contains these terms will be skipped.

Note: When Include inboxes is left empty, PEX scans all active cardholders’ inboxes. When Include folders is left empty, PEX scans only the Inbox folder.

Sync tab

The Sync tab is your dashboard for running and monitoring the connector. It shows when the connector last ran, lets you trigger a scan on demand and tracks receipt processing metrics.

It shows the last execution time in your local time.
Click Execute to run an inbox scan immediately.
Use the Auto execute toggle (right side) to pull receipts on an automatic schedule (every 24 hours).
The right panel confirms a valid PEX and Outlook connection, the Latest sync time, and Refresh and Disconnect actions.

Sync history

The Sync history table lists each sync session and its results:

Column	Description
Started	When the sync session began.
Duration	How long the sync took to complete.
Status	Outcome of the session (for example No new emails when there was nothing new to scan since the last run).
Emails scanned	Number of Outlook emails inspected during the session.
Receipts processed	Number of receipt attachments extracted and submitted to PEX.
Receipts matched	Receipts that were successfully matched to a PEX card transaction.
Receipts unmatched	Receipts that could not be matched to a transaction.

The table is paginated (for example 1–5 of 5 sync sessions) and each column can be sorted and filtered.

This month

The This month panel summarizes activity for the current month: Receipts processed, Receipts matched, Receipts unmatched and an estimate of Est. hours saved.

Status tab

The Status tab lists the individual receipt attachments PEX has scanned from connected mailboxes and submitted for matching, newest first. Click UPDATE to refresh the list, and use Manage Columns to choose which columns are shown.

Column	Description
Source mailbox	The cardholder inbox the receipt email came from.
Sender	The email sender (for example the vendor).
Subject	The subject line of the email.
Received	When the email was received.
Upload status	Whether the attachment was successfully submitted to PEX.
Match	Whether the receipt was matched to a card transaction.
Matched on	When the match occurred.
Matched by	How the receipt was matched.

How receipt matching works

When the connector runs (automatically or via Execute):

PEX scans the connected cardholders’ Outlook inboxes for vendor receipt and invoice emails, honoring the include/exclude filters you configured.
When a matching email is found, PEX extracts the receipt details and attachment.
The attachment is submitted to PEX for processing.
PEX matches the receipt to the corresponding cardholder’s PEX card transaction and attaches it automatically.

You can review each scanned attachment and its result on the Status tab, and see the session totals (including Receipts unmatched) on the Sync tab.

Disconnect

You can disconnect the Outlook integration at any time by clicking DISCONNECT on the Connect tab (or Disconnect on the Sync tab). Disconnecting removes the stored Microsoft authorization for your business and returns the connector to a disconnected state, so PEX will no longer scan your inboxes. You can reconnect later at any time.

FAQ

What data does PEX access in Outlook? PEX requests only read-only access to email messages and their attachments so it can find and capture receipts. PEX does not send email on your behalf. Select Learn how PEX protects your data on the connector, or see the PEX Privacy Policy, for details. How often does the connector sync? With Auto execute turned on, PEX scans your inboxes automatically every 24 hours. You can also run a scan at any time by clicking Execute on the Sync tab. Which inboxes does PEX scan? By default PEX scans all active cardholders’ inboxes. Use Include inboxes / Exclude inboxes on the Connect tab to limit scanning to (or exclude) specific cardholder inboxes, and Include folders / Exclude folders to control which mail folders are scanned. When no folders are specified, only the Inbox is scanned. Can I control which emails are treated as receipts? Yes. Use the subject and body keyword filters and the sender (from address) filters on the Connect tab to include or exclude specific messages, and toggle Internal emails to exclude emails sent between cardholders on the same domain. Do cardholders need to install anything? No. An Admin connects the integration once and all active cardholders are enrolled automatically. There is nothing for cardholders to do. Where can I see individual receipts that were scanned? On the Status tab. It lists every scanned attachment with its source mailbox, sender, subject, upload status and match result. What permissions do I need to set this up? You need the Edit business settings & apps, Manage cardholder and View card transactions permissions. Enable them in My Profile > Permissions. How do I stop PEX from scanning my inboxes? Turn off Auto execute to stop scheduled scans, or click DISCONNECT to fully remove PEX’s access to your Microsoft 365 account.

Support & Inquiries

For any questions related to this connector, please email appsupport+outlook@pexcard.com

​How it works

​Connect PEX and Outlook

​Configure settings

​Sync tab

​Sync history

​This month

​Status tab

​How receipt matching works

​Disconnect

​FAQ

​Support & Inquiries