Getting Started with Bill Pay

Documentation Index

Fetch the complete documentation index at: https://support.pexcard.com/llms.txt

Use this file to discover all available pages before exploring further.

In just a few minutes, you’ll be ready to send bills via PEX: enable the feature, add your vendors (payees), and make sure your account is funded and permissions in place.

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1. Before you begin

Before creating or paying bills, confirm the following:

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Required permissions

You must be:

• an Admin, or
• a user with Bill Pay permissions, including:
  • Manage bills
  • Request/delete ACH transfer (for ACH payments)
  • Add vendors (to create vendors)

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Bank accounts

• You must have one or more external accounts linked for ACH payments.

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Vendors

• You must have at least one vendor created before creating your first bill.

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Optional

• You can connect to supported accounting platforms (limited connectors today).

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2. Enable the Bill Pay feature

To enable Bill Pay for your business:

1. Log in to the PEX Dashboard
2. Go to Business settings
3. Select the Profile tab
4. Scroll to the Settings section
5. Click Edit
6. Scroll to the Bill Pay section
7. Select Enable
8. Click Save

Note: Only Admins with Edit Business Profile permission can enable or disable Bill Pay.

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3. Add & configure vendors

To create a vendor:

1. Log in to the Dashboard
2. Navigate to Vendors
3. Click Add vendor
4. Enter the following details:
   • Vendor name
   • Vendor website
   • Tax and custom IDs (if applicable)
   • Full vendor address
   • Vendor contact name, phone, and email
5. Upload supporting documents (optional)
6. Under Payment Information, select payment method(s):
   • Virtual card (requires email for remittance)
   • ACH (requires vendor bank account + routing)
7. Vendors can have both a virtual card and ACH profile.
8. Click Submit

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Vendor approval

• Vendors will go through the vendor approval workflow unless your account has an auto-approval setup.
• Users with Manage vendors permission automatically approve vendors.

You can:

• Edit vendor details
• Approve or reject vendors

from the Vendor Details page.

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4. Set up approval policies (optional but recommended)

Bill Pay supports multi-level approvals. To create a policy:

1. Dashboard → Business settings
2. Click Approval policies
3. Click Create new policy
4. Choose policy type:
   • Threshold-based
   • Tag-based
   • Advanced
5. Name the policy
6. Choose workflow types it applies to:
   • Bill pay requests
   • Bill pay transfers
7. Configure:
   • Auto-approval for requests under a threshold
   • Sequential approval routing (optional)
8. Click Create
9. Enable the policy using the Status toggle

Policies do not apply until they are enabled.

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5. What’s next?

You’re now ready to:

• Create and submit bills → see Bill Pay: Create & Send a Bill Payment article
• Approve, reject, or edit bills
• Create payments for approved bills
• Manage payment bundles

If you need troubleshooting or want to view history/reports, see the Manage & Troubleshoot Bill Pay article