Manage & Troubleshoot Bill Pay

Helps users handle scheduled payments, modify/cancel payments, view history, and resolve common issues.

​

1. Ask the PEX assistant about your bills

If your business has Bill Pay enabled, you can ask the in-dashboard assistant about your vendors, bills and payments — try “show my vendors”, “did we pay Acme?” or “what new bills came in?” It answers from your live data. Bill Pay questions are read-only for now, so it won’t create or change bills, vendors or payments. See Using the PEX AI Agent (Ask PEX).

​

2. Manage Bills & Payments

​

Editing bills

• You can edit tags while a bill is pending approval.
• After approval, bills cannot be edited except by cancelling and creating a new bill.

​

Deleting a bill

Delete bills from the Inbox tab when they’ve already been paid or aren’t valid, such as a duplicate. Select one or more bills and choose Actions → Delete. If you’ve opened a bill from the inbox, you can click Delete there too — no need to leave the bill and find it again. Deleting can’t be undone. You can only delete bills on the Inbox tab; bills already submitted for approval aren’t affected. See Email bills to PEX.

​

Approving or rejecting bills

• Open the Bill Details page
• Click Approve or Reject

​

Vendor review

• Vendors must be approved before use in Bill Pay
• Manage from the Vendor Details page — see Managing your vendors

​

3. View Payment History & Reports

To review historical payments:

1. Go to Reports
2. Select Bill pay reconciliation
3. Choose a timeframe
4. Export to CSV (PDF not supported)

You can filter by:

• Vendor
• Status
• Date
• Amount

​

4. Payment Failures & How to Fix Them

To investigate a failed payment:

1. Open the Payment bundle
2. Click the payment line item for details

​

Common failure reasons

• Insufficient funds in the external bank account
• Incorrect vendor banking info
• Vendor bank rejects ACH
• Virtual card delivery email is invalid

​

How to resolve

• Add funds to your external account
• Verify and correct vendor payment details
• Recreate payment bundle as needed

​

5. Frequently Asked Questions

​

1. Can I pay bills using different bank accounts?

Yes — any connected external account can be used.

​

2. Is there a fee for Bill Pay?

• Virtual cards: free
• ACH: free during beta (after beta: $1 per ACH depending on plan)

​

3. Do I need an invoice to pay a vendor?

No, uploading an invoice is optional.

​

4. What is the daily limit for Bill Pay?

$25,000 per day, per PEX business account.

​

5. How do I request a higher Bill Pay limit?

Email adminsupport@pexcard.com with your business requirements.

​

6. Do I get notifications about bill payments?

Approvers do. Anyone who takes part in a bill pay approval policy is signed up for Bill payment requests emails automatically, so they’re told when a bill needs them. See Set up approval policies in Getting Started with Bill Pay. Your vendors can too. If Vendor payment notifications is enabled in Business settings, we email the vendor when an ACH payment is sent. See Vendor payment notifications. Admins still don’t get due-date or completion notifications for bill payments.

​

7. Can I issue a check?

Not yet. (Coming soon.)

​

8. How do I opt out of Bill Pay?

Dashboard → Business settings → Profile → Settings → Edit → Disable Bill Pay.

​

9. What account types support Bill Pay?

Prepaid and Credit expense programs.

​

6. Helpful Tips

• Keep vendor information up to date (especially banking and emails)
• Use consistent invoice numbers to simplify reconciliation
• Schedule payments with appropriate lead time
• Export reports regularly for accounting use