Documentation Index
Fetch the complete documentation index at: https://support.pexcard.com/llms.txt
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Overview
Create separate credit entities for different locations, divisions, or operational units using a single credit line. Each sub-account operates independently with its own cards, spending controls, reporting, and payment schedules. Ideal for: Multi-location businesses, holding companies, franchises, or organizations needing segregated spending across operational units.Prerequisites
- Active PEX Credit Expense account
- Approved credit line of $50,000 or higher
- At least one verified external bank account
How It Works
Credit Allocations
Divide your approved credit line across sub-accounts. Example with a $50,000 credit line you can allocate:- Downtown Location: $20,000
- Airport Location: $15,000
- Mall Location: $15,000
Sub-Account Independence
Each sub-account has:- Dedicated credit allocation (isolated from other entities)
- Separate statements and payment schedules
- Independent spending controls and policies
- Entity-specific reporting
- Individual cardholder management
- Isolated bank accounts
Setup
1. Create Sub-Accounts
- Click New Account > Credit Expense (top right)
- Select Allocate credit line to multiple sub-entities
- Enter sub-account name (e.g., “Downtown Location”)
- Set spending limit
- Click Submit
2. Set Credit Allocations
- Go to Business Settings > Entity Management
- Click Set Allocation next to each sub-account
- Enter allocation amount
- Click Save Allocations
- Total allocations cannot exceed your credit line
- Allocations can only be changed once per billing cycle
3. Assign Bank Accounts
Each sub-account must have at least one assigned bank account for payments:- Go to Business Settings > External Accounts
- Assign bank accounts in the Sub-Account Assignments column
- Use Visible to Sub-Accounts dropdown to control visibility
User Roles & Permissions
Primary Account Administrator
Full control over:- Creating and deleting sub-accounts
- Setting credit allocations (once per billing cycle)
- Managing bank account assignments
- Viewing consolidated reporting
- Managing user permissions
- Monitor allocation utilization
- Adjust allocations based on business needs
- Manage payment sources and resolve issues
- Oversee compliance and policy enforcement
- Respond to allocation alerts
Sub-Account Administrator
Can manage:- Cardholders and spending within allocated limits
- Entity-specific policies and approvals
- Reporting for your sub-account only
- Statement reviews and expense categorization
- View other entities’ data or allocations
- Modify bank accounts or payment sources
- Create new entities
- Access company-wide credit information
- Use allocations from other entities
Payment & Billing
How Payments Work
Each sub-account receives separate monthly statements paid independently from assigned bank accounts:- Entity A: Due 15th, paid from Entity A’s bank
- Entity B: Due 30th, paid from Entity B’s bank
Payment Sources
Entity-Specific Accounts (Recommended)- Each sub-account has at least one assigned account
- Complete financial segregation
- Cleaner accounting
- Primary Administrator assigns same account to multiple entities
- Useful for centralized payment management
- Entities still receive separate statements
Payment Failures
If a sub-account’s bank has insufficient funds:- Payment attempts from Primary Entity’s default account
- Both administrators are notified
- No late fees on first backup attempt
Best Practices
Setup:- Use clear naming (e.g., “Chicago North Store” vs “Store 1”)
- Assign dedicated administrators per location
- Set up entity-specific bank accounts
- Configure spending policies before issuing cards
- Monitor utilization for efficient allocation
- Plan adjustments carefully (once per billing cycle only)
- Maintain buffers for unexpected expenses
- Respond promptly to allocation alerts
- Invite users to specific entities during onboarding
- Use location-based assignments
- Review access quarterly
- Train administrators on permissions
Troubleshooting
“My sub-account is at its credit limit but others have available allocation” Each sub-account has dedicated allocation. Contact your Primary Administrator to request adjustment (once per billing cycle). “I can’t change credit allocations” Allocations can only be changed once per billing cycle. Wait until next period. “I can’t see a bank account” Bank accounts must be assigned to your sub-account by the Primary Administrator. Contact them to request assignment. “My payment failed”- Check assigned bank account has sufficient funds
- Verify account is active and connected
- Contact Primary Administrator if account needs changing
- Check if allocation is exceeded
- Verify spending policies aren’t blocking transactions
- Confirm card is assigned to correct sub-account
FAQ
What happens if my main credit line changes? Decreased by PEX: Allocations reduced pro-rata. The one-per-cycle limit is temporarily lifted. Increased by PEX: No automatic change to sub-account allocations. Primary Administrator must manually allocate additional credit via Business Settings > Entity Management. Can I move allocations between entities? Only Primary Administrators can adjust allocations, once per billing cycle. What if my sub-account exceeds its allocation? New transactions decline until balance is reduced through payments or Primary Administrator increases allocation. Can I use another sub-account’s unused allocation? No. Allocations are dedicated and cannot be shared. Can sub-accounts see the main company’s bank accounts? Only accounts specifically assigned to them. Primary Administrators control visibility. How do I close a sub-account? Contact your PEX account manager. Requirements:- $0 outstanding balance
- All cards cancelled/deactivated
- All pending transactions settled
- Final statement paid
Need help?
- Sub-Account Administrators: Contact your Primary Administrator
- Primary Administrators: Contact PEX Support
- Technical Issues: Use Help Center or submit a support ticket