Email bills to PEX

You can email invoices and bills directly to PEX for automatic processing. PEX uses AI to extract vendor details, amounts, and due dates from your emailed documents, then converts them into bill payment requests. Use the Bill Inbox tab to manage incoming bills, and the Review tab to approve or reject them.

​

Prerequisites

Before you can email bills to PEX, ensure the following are enabled for your business:

• “Bill pay” setting
  • Go to Business settings > Profile > click Edit > select Enable for Bill Pay > click Update.
  
  • Contact adminsupport@pexcard.com if you don’t see the Bill Pay section.
• You must be an administrator. Only administrators can open the Bill Inbox.

​

How it works

1. Email your bill — Forward or send an invoice/bill to your unique PEX billing email address (shown at the top of the Bill Inbox page).

2. AI extraction — PEX automatically extracts key details: vendor name, amount, bill date, due date, and invoice number.
3. Review in Inbox — The bill appears in the Inbox tab with status indicators showing if it is ready for review or needs attention.
4. Edit & submit — Open the bill, verify or correct extracted data, assign a vendor, add tags, and submit.
5. Approve or reject — Submitted bills move to the Review tab where they can be approved or rejected.
6. History — Approved and rejected bills appear in the History tab for reference.
7. Payment — To process payment for approved bills, go to the Payments menu in the sidebar.

​

Email a bill

Send your invoice or bill to your dedicated PEX billing email address. You can find this email at the top of the Bill Inbox page.

• Click the copy icon next to the email address to copy it to your clipboard.
• Attach your invoice as an image (JPEG, PNG) or PDF. Multi-page PDFs are supported.
• You can send multiple invoices in a single email—each attachment is processed separately.
• You can also set up email forwarding rules in your email client to automatically forward vendor invoices to PEX. Contact adminsupport@pexcard.com for help with this.

​

Inbox tab

The Inbox tab displays all incoming emailed bills that are pending or need review. Each row shows:

• Vendor — The extracted vendor name and icon (or “Not extracted” if unavailable).
• Received date — When the email was received.
• Source — The sender’s email address.
• Due date — Extracted due date (or “Not extracted”).
• Status — One of the following:
  • Ready for review (green) — All required fields extracted successfully.
  • Needs tags (yellow) — Required tags are missing.
  • Missing vendor / Vendor not matched / Missing amount / Missing bill date (red) — One or more required fields need attention.
  • Duplicate (yellow) — PEX detected this may be a duplicate of an existing bill.
• Amount — Extracted dollar amount.

You can filter by Received date and Due date, sort columns, and paginate results. Select multiple items and use the Actions dropdown to delete them in bulk. When your inbox is empty and you haven’t filtered it, we tell you so rather than showing a blank grid. If bills are waiting on your approval, we say how many and link you straight to the Review tab.

​

Review & edit a bill

Click any row in the Inbox to open the bill editor. The page shows:

• Document preview — A preview of the attached bill. Double-click to expand or collapse the viewer.
• Action items alert — A list of items that need your attention (e.g., “Select a vendor”, “Enter an amount”).

Fill in or confirm the following fields:

• Vendor (required) — Select from your vendor list. If the vendor doesn’t exist, click Create vendor to add a new one with prefilled data from the bill.
• Amount (required) — Dollar amount of the bill.
• Bill date (required) — The bill date.
• Due date (optional) — Payment due date.
• Invoice No. (optional) — Reference number from the invoice.
• Tags — If your business has required tags configured, fill them in. When the vendor has a previous bill, we copy its tags for you — select Clear to remove them. See Tags from the vendor’s last bill in Bill Pay: Create & Send a Bill Payment. You can also split tag allocations if allocation tags are enabled.
• Note (optional) — Add a note for context.

Click Next to submit the bill for approval. The bill is created as a payment request and moves to the Review tab. To remove a bill that’s already been paid or isn’t valid, delete it from the Inbox tab: select one or more bills and choose Actions → Delete, or click Delete in the bill editor. Deleting can’t be undone. See Manage & Troubleshoot Bill Pay.

​

Review tab

The Review tab lists all bills pending approval. You can:

• Click a bill to view its full details in a side panel.
• Sort by Created, Due or Amount by selecting the column header. The tab opens sorted by due date, oldest first.
• Filter by Vendor, Created date, Due date, Amount, and Review assignment (e.g., “Pending my review”).
• Select one or more bills, then use Actions to Approve or Reject in bulk.
  • When rejecting, a reason is required.

Clicking a bill opens Bill details, with the invoice, tags, notes and Approve and Reject buttons. This example shows the First bill label and note for a new vendor. When you approve, you confirm the number of bills and their total, and you can add an optional explanatory note. For overdue labels, the running total and first-bill cues, see What you’ll see on the Review tab in Bill Pay: Create & Send a Bill Payment.

​

History tab

The History tab shows all approved and rejected bills for reference. You can:

• Filter by Vendor, Created date, Due date, and Amount.
• Sort by Created, Due or Amount. The tab opens newest first.
• See how each bill was paid in the Payment method column.
• Click any bill to view its details.

​

FAQ