Managing your business settings

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.

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Profile

The Profile section contains your company’s core account information and connected bank accounts. Navigate to Business settings → Profile.

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Business profile

View and update your company details, including:

• Business Name — your registered company name on the PEX platform.
• Address — your company’s mailing address.
• Mobile phone, Phone extension, and Fax — contact numbers associated with your account.

Click the Edit button below the profile details to make changes.

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Plan details

Below the business profile, you’ll see your current Plan (e.g., Pro) along with a summary of your account usage:

• Open Team Member card accounts this month and current count.
• Open Vendor card accounts this month and current count.

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External accounts

Select the External accounts tab to manage the bank accounts linked to your PEX account. These are the checking accounts used when transferring funds to or from PEX. Each linked account shows the Bank name, last four digits of the Account number, a Description (e.g., Business Account), its Status (Active or Pending), and Online Validation state (Linked or Unlinked). From here you can:

• Add a new external account by clicking the green Add external account button.
• Edit or remove an existing account using the action icons on each row.
• Validate a pending account to activate it for transfers.

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Workflows

The Workflows section lets you configure transaction review requirements, tagging, approval chains, and auto-tagging rules. Navigate to Business settings → Workflows to access four tabs.

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Workflow settings

This tab controls the baseline rules for card purchases and internal requests.

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Card purchases

• Transaction review requirements & missing data reminders — choose a review standard (e.g., Standard) and define what’s required. For example: receipts for all transactions, and user notes only for transactions equal to or greater than a specific dollar amount (e.g., $200.00).
• Business attachments — toggle the ability to attach files to transactions at the business level.
• Receipt matching — automatically match uploaded receipts to transactions.

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Requests

• Funding requests — allow cardholders to request additional funds on their cards.
• Spend rule requests — allow cardholders to request changes to their spending rules.
• Card unblocking requests — control whether cardholders can request that a blocked card be unblocked.

Click Edit to change any of these settings.

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Tag manager

Tags let you add custom data fields to transactions — such as expense accounts, order codes, or invoice numbers. Navigate to Workflows → Tag manager. From this tab you can:

• Add a new tag using the green Add tag button.
• Filter the tag list by enabled/disabled or deleted status.
• View all active tags (e.g., Teaching accounts, Human Resources, Athletics, Department).
• Enable Split Tags if your organization needs to split a single transaction across multiple tag values.

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Approval policies

Create approval workflows that define which transactions or requests need sign-off and by whom. Navigate to Workflows → Approval policies. Each policy shows its Name, Status (Active or Inactive), and which Workflow type it applies to — such as Funding request, Payment transfer, Transaction, Reimbursement request, or Spend rule requests. From here you can:

• Create a new policy using the green Create new policy dropdown.
• Configure out-of-policy behavior for transactions that fall outside any defined policy.
• Change a policy’s status between Active and Inactive using the dropdown on each row.

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Auto Tagger

Automatically tag cardholder transactions based on rules you define — no manual coding required. Navigate to Workflows → Auto Tagger. If no rules exist yet, click Create a Rule to get started. Each rule has a Priority, Name, Description, and Active status. An advanced mode is available if you need more specifications or tags per rule.

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Spend controls

Spend controls let you define exactly where and how cardholders can use their PEX cards. Navigate to Business settings → Spend controls to access three tabs.

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Spend policies

A spend policy is a collection of spend rules that you can apply to one or many cardholders. For example, you might create one policy for your “Sales Team” and another for your “Delivery Drivers.” Each policy row shows the policy Name, number of Cards assigned, and which controls are enabled or disabled:

• Time-based spend limits — restrict spending by time period.
• International — allow or block international transactions.
• In-person and online spend rules — set separate rules for physical and digital purchases.
• Auto card funding — automatically add funds to cards when balances drop.
• MCC (Merchant Category Code) restrictions — limit spending to specific merchant types.
• Merchant deny list / allow list — block or allow specific merchants.

Click Create new policy to build a new set of rules, or use the edit icon on an existing policy to modify it.

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Merchant categories

Create custom merchant categories to further control where cardholders can spend. Each category must contain at least one Visa merchant category code (MCC). The table shows each category’s Name, the number of Cards it applies to, a Description of the merchant types included, and the count of MCCs in the category. Pre-built categories cover common areas such as Restaurants, Retail Stores, Fuel Pumps Only, Healthcare & Childcare, Professional Services, and Entertainment. Click Create new category to define a custom grouping tailored to your business needs.

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Merchant lists

Create specific lists of merchants to use in cardholder spend rules. This allows you to build allow-lists or deny-lists of individual merchants by name rather than by category. Click Create new merchant list to get started. Each list shows its Name, Description, and number of Merchants included.

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Still have questions? Contact PEX Support.