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Auto-sync purchases, bill payments, fees, rebates and cardholder reimbursements from PEX into Aplos, keeping your data accurate, organized, and up-to-date. Map Aplos fields such as Account, Fund, etc. to PEX tags. PEX also supports Aplos Tags including 990 Tags. Additionally, you can import your existing list of vendors, referred to as “contacts” in Aplos, into PEX to automatically create vendor cards. Follow this link for more details on how to auto create vendor cards. To configure this integration, you don’t even need to wait for your account manager. You can get started right away with just your Aplos and PEX credentials. Note: PEX Connector for Aplos does not sync receipts from PEX to Aplos. As a workaround, we recommend installing Google Drive or OneDrive from the PEX marketplace to store PEX receipts.

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Pre-Configuration

Prior to using this guide, please ensure you have completed all set-up components detailed in this article.

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Configuring Connector in PEX

Log into your PEX account to finalize the set up.
Note:To install the connector, you need to enable the following permissions: Edit business settings & apps, Manage cardholder, View card transactions. You can enable them in My Profile -> Permissions.

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Select your use case(s)

There are currently two options for how you can connect PEX with Aplos. We recommend as many as possible to make your reconciliation experience seamless. Click on the “Sync transactions from PEX to Aplos nightly”.

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Choose What to Sync

  • Sync Aplos Funds/Accounts to PEX Tags.
    • Enable this option to successfully retrieve your Fund and Account list from Aplos.
  • Automatically import PEX purchases with Fund and Account tags, fees, bill payments and rebates.
    • Enable this option to import PEX purchases, fees, bill payments and rebates in Aplos.
    • PEX purchases must have the Account and Fund PEX Tags and be approved in order to sync. For details on transaction review, please see our article How to Review Transactions.
    • Examples of a PEX Fee include an ISA fee for international use or priority shipping fees.
    • An example of a bill payment would be an ACH transfer from your business checking account to your PEX business account.
      • If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.
  • Automatically import cardholder reimbursements into Aplos.
    • Enable this option to import paid PEX cardholder reimbursements into Aplos as expenses.
    • Only reimbursement requests that have been approved and paid in PEX will sync. Pending or unpaid reimbursement requests do not sync.
  • Sync 990 Tag.
    • You can enable this option to successfully retrieve 990 tags from Aplos.
    • If you enable 990 Tag, make sure you have 990 tag enabled in Aplos. Otherwise, your transactions will not sync.
  • Select a liability account that represents your PEX balance.
    • Purchases will credit this account.
    • Bill payments will debit this account.
    • Fees in PEX will credit this account.
    • Rebates in PEX will debit this account.
    Note that the liability account you select should be of the “Register” type in Aplos.
  • Select the Start date to begin the sync.
    • Transactions after this date will sync to Aplos.
    • Reimbursements with a payment processing date on and after this date will sync to Aplos.
    • The start date must be <1 year in the past.
  • Select the Post date for syncing transactions to Aplos: either Settlement Time or Transaction Time.
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Click “Next”.

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Configure contact sync options

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Purchases

  • Use a single contact for your expenses
    • With this option, all PEX purchases will be booked against a single contact selected from the drop down list.
    Tip: Consider creating a new contact in Aplos called “PEX” if you would like to book all of your PEX purchases against a single contact.
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  • Create a contact for each unique merchant
    • With this option, PEX will book purchases against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact in Aplos.
    • Note that the connector will not create duplicate contacts, but “Walmart23455”, “Walmart-brooklyn223” are two unique contacts from the connector’s point of view. If you don’t want to have “Walmart23455” and “Walmart-brooklyn223” then read below.
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Standardized merchant names

With the “Create a contact for each unique merchant” option, you can also sync your purchases with standardized merchant names if you check “Use standardized merchant names” checkbox.
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This means that a purchase “Walmart23455” and a purchase “Walmart-brooklyn223” will be recorded in Aplos with “Walmart” as a contact instead of “Walmart23455” or “Walmart-brooklyn223”.

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Reimbursements

  • Use a single contact
    • With this option, all PEX reimbursements will be booked against a single contact selected from the drop down list. Tip: Consider creating a new contact in Aplos called “PEX” if you would like to book all of your PEX reimbursements against a single contact.
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  • Create a contact for each unique employee
    • With this option, PEX will book reimbursements against corresponding contacts that already exist in your Aplos account. If there is no corresponding contact then PEX will auto create a new contact for the given employee in Aplos.
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Click “Next”.

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Configure Tag Mapping

Map the Fund, Account fields and Aplos tags. The Fund and Account mapping is required to sync purchases and reimbursements to Aplos. The mapping configured on this step applies to purchases and reimbursements.

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Fund (required)

Map the Aplos field “Fund” to the PEX tag called “Fund” that you have previously created following the instructions in the “Setting up Tags in PEX” section.
Make sure to enable the “Sync” toggle. This will pull your funds from Aplos into PEX as tag option values.
The mapping and auto sync allows you and your cardholders to select a tag value for each purchase. For that go to the “Transactions” menu -> locate a transaction -> click on it -> select a tag value (“Building Fund” in our example below) of the “Fund” tag -> click “Save”. Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.
When you or your cardholders tag a purchase with a tag option (“Building Fund” in the example above), that purchase will be recorded under the Building Fund in Aplos after syncing. If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

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Account (required)

Map the Aplos field “Account” to the PEX tag called “Account” that you have previously created following the instructions in the “Setting up Tags in PEX” section.
Make sure to enable the “Sync” toggle. This will pull your expense accounts from Aplos into PEX as tag option values. Note: Only expense accounts will sync from Aplos into PEX; asset, income, liability, and other account types will not sync from Aplos into PEX.
The mapping and auto sync allows you and your cardholders to select a tag value for each purchase. For that go to the “Transactions” menu -> locate a transaction -> click on it -> select a tag value (“Travel” in our example below) of the “Account” tag -> click “Save”. Note that you and your cardholders can select one of the tag values for each purchase once you finish the Aplos connector setup and sync tag options from Aplos to PEX.
When mapping to a tag, you can also specify a default “Account” value: for example, Uncategorized, as highlighted below.
Note that a purchase will not be tagged with this default value (“Uncategorized” in our example) on the transaction details. It means that if you or your cardholders forget to tag a purchase before it is synced to Aplos, the default value (“Uncategorized” in our example) will be applied to this purchase during the sync. If you or your cardholders do tag a purchase with the tag option from the tag chosen in the highlighted field below,
that specific purchase will be recorded in Aplos under the corresponding account (“Travel” in our example below) after syncing. Tags take precedence over default values.
If you are using split tag functionality on the PEX platform, the connector will support that while exporting the purchases and create the same split structure for purchases in Aplos.

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Tags (optional)

PEX tags can also be mapped to your Aplos tags if they are enabled in Aplos. If you have a tag that is required in Aplos, it is required to map it in PEX to successfully sync transactions. If you have multiple Aplos tags, click on the blue plus sign (+) on the right side of your screen to map a PEX tag to each Aplos tag. The corresponding PEX tag(s) should be created first following the instructions in the “Setting up Tags in PEX” section. Mapping to a PEX tag, setting a default value, and tagging a purchase work the same way with Aplos tags as they do with the Aplos Fund and Account fields described above. Click “Next”.

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Bill Payments

All purchase transactions must have fund and account tags (approval is optional) for bill payments to sync successfully to Aplos. When you fund a PEX account via either an ACH transfer, the bill payment amount will credit an account (“1000-Checking” in our example below) selected in the dropdown field “Bank Account”. If you are funding your PEX account from more than one Operating Account, choose the primary funding account since the Connector only supports one Bank Account.
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At the same time, the bill payment amount will debit the liability account you selected as your PEX balance (“2000-Credit Card” in the example below) on the “Sync Selection” step.
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You must select an Aplos payee for bill payments.
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Fees

The fee amount will debit an account (“5100-PEX Fees” in our example below) selected in the dropdown field “Account”.
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At the same time, the fee amount will credit the liability account you selected as your PEX balance (“2000-Credit Card” in the example below) on the “Sync Selection” step.
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You must select an Aplos fund and contact for fees. If you enable the “Sync 990 Tag” option at the first step then you should select the respective 990 tag option for fees.
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Rebates

The rebate amount will credit an expense or income account (“4020-PEX Rebates and rewards” in our example below) selected in the dropdown field “Account”.
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At the same time, the rebate amount will debit the liability account you selected as your PEX balance (“2000-Credit Card” in the example below) on the “Sync Selection” step.
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You must select an Aplos fund and contact for rebates. If you enable the “Sync 990 Tag” option at the first step then you should select the respective 990 tag option for rebates.
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Reimbursements

This section is available only if the “Automatically import cardholder reimbursements into Aplos” option on the “Sync Selection” step is enabled. PEX reimbursements are payments made to a cardholder to reimburse them for out-of-pocket expenses. When this option is enabled, each eligible (paid) reimbursement is posted to Aplos as a balanced journal entry, following the same pattern used for transfers, fees, and rebates. The journal entry is coded using the Fund, Account, contact, and tags you configure for reimbursements. The reimbursement amount will credit a bank account (“1000 - Checking” in our example below) selected in the dropdown field “Bank Account”.
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At the same time, the reimbursement amount will debit the expense account that the reimbursement is tagged with (“Building & Property Maintenance” in the example below)/or the default expense account set on the “Purchases and Reimbursements” step.
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Click “Finish”.

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How to tag a reimbursement?

Admin view Go to the “Reimbursements” menu -> select any request -> select a Fund value of the “Fund” tag (for example, “Building Fund”) and an Account value of the “Account” tag (for example, “Building & Property Maintenance”).
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Cardholder view Cardholders go to the “Requests” menu -> select “Reimbursements” -> click “New reimbursement” -> select a Fund value and an Account value of the respective tags.
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  • If a reimbursement is not tagged, the default Fund and default Account configured for reimbursements are applied during the sync.
  • If a reimbursement has no Fund and no default Fund is set, or no Account and no default Account is set, the reimbursement will not sync.
  • If you enable the “Sync 990 Tag” option at the first step, you should also select the respective 990 tag option for reimbursements.

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Review Transactions in PEX

To review transactions in PEX:
  • Navigate to Transactions > Card Transactions
  • Click on a transaction row.
  • If a receipt is missing, add it by uploading or dragging and dropping.
  • Add Fund and Account tags.
  • Click Save & Submit.

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Auto Tagger

The Auto Tagger app is a great complement to Aplos. It allows you to create rules that auto-tag purchases. Learn more.

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Start syncing

Navigate to the History tab and click “Sync Now” to initiate the sync between PEX and Aplos.
Manual sync will process transactions based on the start date specified on the Sync Selection step, with a limit of 1 year back from today. If there is no start date specified on the Sync Selection step then manual sync will process transactions only up to 2 months back from today.
Each sync also imports tag option values from Aplos to PEX if the “Sync” toggle is enabled.
Once transactions are synced to Aplos, you can view their history in the Sync History table and view the synced transactions in your Aplos account.

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View Transactions in Aplos

Log into Aplos account and navigate to Fund Accounting -> Transactions -> Registers -> Select a PEX account (“2000-Credit Card” in the example) to view synced transactions.
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View Reimbursements in Aplos

Log into Aplos account and navigate to Fund Accounting -> Transactions -> Registers -> Select a bank account (the one configured on the Other Options step, “1000-Checking” in the example) to view synced reimbursements.
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Manage Sync

On the Manage sync tab you can:
  • Enable/disable auto-sync.
    • Enabled: Transactions/tag option values sync automatically every 24 hours.
    • Disabled: Transactions/tag option values sync will not sync automatically.
    • Auto-sync will always process transactions based on the start date specified on the Sync Selection step, with a maximum limit of 2 months back from today. If there is no start date specified on the Sync Selection step then auto-sync will sync transactions up to 2 months back from today.
  • View/Edit configuration settings.
  • Disconnect from your Aplos account.

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FAQ

Your purchase might not have synced yet because:
  • It is still in a pending status (not settled).
  • You have not tagged it with the Account and Fund tags.
  • You have not approved the purchase.
    Note that the above is applicable only to purchase transactions.
A reimbursement might not have synced yet because:
  • The “Automatically import cardholder reimbursements into Aplos” option is not enabled on the Sync Selection step.
  • The reimbursement request has not been paid yet in PEX — only approved and paid reimbursements sync.
  • Its payment processing date is before the start date specified on the Sync Selection step.
  • It has no Fund, or no Account and no default Account was set for reimbursements. Both a Fund and an Account are required to sync (via a tag or a default).
  • It was returned or cancelled — returned/cancelled reimbursements are skipped.
You might have accumulated too many transactions, causing a timeout. To resolve this, set a more recent start date in the “Start date” field, such as one month ago, save the configuration, and click “Sync now”.
We strongly recommend using automatic sync of tag options from Aplos to PEX. This will keep your PEX tags and Aplos fields in sync. For more information, check out the “Setting up Tags in PEX” section to add tags and test tag options.Once added, enable the “Sync” toggle for fields on the “Mapping Options” step (as shown in the example below).
PEX adds a “Synced with Aplos” note to transactions that have already synced over to Aplos. Deleting this note will trigger a re-sync of the transaction. To add additional details, you can create a separate note. If you need to modify the “Synced with Aplos” note without triggering a duplicate sync, simply add your content before or after the existing text “Synced with Aplos”.
Every synced transaction has a “Synced with Aplos” note. As long as you don’t remove the “Synced with Aplos” note on a transaction, it will not re-sync to your Aplos account.
Credits/refunds will also sync over as a separate line item if appropriately tagged.
We’ve reached out to the Aplos team and are waiting on a fix. In the meantime, you can manually create a contact in Aplos using the correct standardized name (like “Amazon” or “Apple”). This ensures future purchases sync with the correct contact name.
Yes. PEX Auto Tagger offers a solution. It allows you to create rules that auto-tag purchases. Learn more.
No. Only transactions in settled status get synced to your account. If you see a “Pending” label next to the merchant name as shown on the screen below, then the transaction is still in the pending status.
There are two ways to identify which purchase transactions have synced to Aplos:
  1. Every synced purchase has a “Synced with Aplos” note.
  1. Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Every cell with a “Synced with Aplos” note marks a purchase that has synced to Aplos.
Navigate to Reports -> select the Generate tab -> select the Reconciliation report -> click “Preview” -> see the Transaction Notes column. Any cell without a “Synced with Aplos” note marks a purchase that likely hasn’t synced to Aplos. This is usually because the Aplos Fund tag and/or the Aplos Account tag columns are also empty.
Keep in mind that purchase transactions must have fund and account tags to sync successfully to Aplos.

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Support & Inquiries

For any questions related to your connector, please email aplos@pexcard.com
Last modified on July 31, 2026

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