Skip to main content

​
Overview

Switching your organization’s accounting software affects more than just your general ledger. In PEX, your GL structure lives inside your tag manager — and that tag manager powers your Auto Tagger rules, Auto Enforcer policies, cardholder coding workflows, and accounting integrations. When your chart of accounts changes, each of these areas needs a review. This article walks you through what to audit, what to update, and in what order — so your team can keep coding and reconciling without interruption.

​
Is your current platform nearing end of life?

Two widely used platforms have announced end-of-life dates that may affect your timeline. QuickBooks Desktop — Intuit is ending support for QuickBooks Desktop in May 2026. If your team currently uses the QuickBooks Desktop integration with PEX, you need to migrate to a supported platform. QuickBooks Online has a native PEX integration available through the PEX Marketplace. Microsoft Dynamics GP (Great Plains) — Microsoft has announced end-of-life for Dynamics GP in 2029. If you are on this platform, now is a good time to evaluate your migration path. PEX supports Microsoft Dynamics Business Central, which is a natural next step for many GP customers. If you are mid-migration or evaluating platforms, start the PEX steps in this article as soon as your new chart of accounts is confirmed — not after go-live.

​
Supported accounting integrations

PEX connects with 50+ accounting, ERP, and productivity platforms at no extra cost. The full list is available at marketplace.pexcard.com. Below are the accounting platforms organized by vertical.

​
General accounting and ERP

​
Nonprofit and faith-based

​
Construction

​
Media and entertainment

​
Expenses and travel

​
Productivity and automation

Don’t see your platform? Use the PEX API to build a custom integration.

​
Before you begin

Complete these three steps before you change anything in PEX. 1. Export your current tag manager Go to Tags in the admin portal and export your full tag list. This is your source of truth for what is currently mapped to cardholder groups, Auto Tagger rules, and Auto Enforcer policies. Save it. 2. Document your Auto Tagger and Auto Enforcer rules Open each rule set and note which tags it references. Any rule that uses a GL-mapped tag needs to be updated after you rebuild your tag manager. There is no bulk-export for rules, so document them manually or take screenshots before you make changes. 3. Get your new chart of accounts from Finance You need the complete, finalized list of GL accounts from your new platform before you touch PEX. Partial lists lead to rework. Confirm with your Finance or accounting lead that the chart of accounts is final and approved.

​
Step 1: Review your existing tag structure

Open Tags in the admin portal and take stock of what you have.
  • Which tags map directly to GL accounts in your current platform?
  • Which tags are used for other purposes — departments, projects, locations — that are not tied to GL codes?
  • Are any tags assigned to specific cardholder groups or spend categories?
  • Are there tags that are no longer used and can be retired?
Tags that are not GL-mapped may not need to change at all. Focus your migration effort on the tags that feed your accounting integration.

​
Step 2: Build your new GL tags in PEX

Once you have your new chart of accounts in hand, add your new GL codes as tags in PEX.
  1. Go to Tags in the admin portal and select Add tag.
  2. Create each new GL account as a tag. Use the same naming convention your accounting platform uses so coding is intuitive for cardholders.
  3. If your new platform uses a segment structure (department + GL account + location, for example), decide whether to model that as separate tag fields or a combined value. Keep it simple for cardholders — the fewer decisions they need to make at the point of purchase, the better.
  4. Assign the new tags to the appropriate cardholder groups before you disable the old ones.
Note:Hold off on disabling your old GL tags until your team has finished coding all transactions from the prior period. Cardholders and admins still need those tags to reconcile anything that hit before the switch.

​
Step 3: Update your Auto Tagger rules

Auto Tagger applies tags to transactions automatically based on merchant, category, or other criteria. If any of your rules reference old GL tags, they need to be updated before the new tags go live. For each Auto Tagger rule that references a GL tag:
  1. Open the rule in Auto Tagger.
  2. Replace the old GL tag with the corresponding tag from your new chart of accounts.
  3. Confirm the merchant or category criteria still apply under your new platform’s coding structure.
  4. Save and test with a sample transaction if possible.
Rules that apply non-GL tags (like department or location) typically do not need to change.

​
Step 4: Update your Auto Enforcer policies

Auto Enforcer flags or blocks transactions based on policy rules — some of which may reference specific tags. Review each policy for GL tag dependencies. Common areas to check:
  • Receipt requirements tied to specific GL accounts or spend categories
  • Approval rules that trigger based on how a transaction is tagged
  • Spend alerts or flags that reference specific GL values
Update the tag references in each affected policy. If you are restructuring your GL hierarchy significantly, this is also a good time to review whether your policy rules still reflect how your organization wants to manage spend.

​
Step 5: Reconnect your accounting integration

If you use a PEX accounting integration, you need to reconfigure it after your platform migration. The general steps are:
  1. Disconnect the existing integration from the Apps section in the admin portal.
  2. Authenticate and reconnect to your new platform.
  3. Remap your PEX tags to the corresponding GL accounts in your new chart of accounts.
  4. Run a test export before your go-live date to confirm transactions are mapping correctly.
For platform-specific setup instructions, visit the Apps & Other Integrations section and search for your accounting platform by name.

​
Step 6: Disable old GL tags

Once you have confirmed:
  • All prior-period transactions are fully coded and reconciled
  • Finance has closed the books for the final period on the old platform
  • All Auto Tagger and Auto Enforcer rules have been updated
  • Your new accounting integration is tested and working
…you can disable the old GL tags in PEX. We recommend keeping them in a disabled state rather than deleting them. Disabled tags remain visible in transaction history and exports, which helps with audits and any late-period adjustments.

​
Step 7: Communicate the change to your team

Cardholders and admins notice when the tag list changes. Give them a heads-up before the switch. For admins: Share the mapping between old and new GL tags, the go-live date, and who to contact with questions. For cardholders: Keep it simple. Tell them the tag list is changing on a specific date, what the new tags look like, and that the old ones are going away. A one-page reference card with the new GL codes and their descriptions goes a long way. If cardholders have pending or unsubmitted transactions, ask them to code and submit those before the cutover date — while the old tags are still active.

​
After the switch: validation checklist

Run through these in the first week after cutover.
  • New GL tags are active and visible to the right cardholder groups
  • Old GL tags are disabled and no longer selectable
  • Auto Tagger rules are applying the correct new tags
  • Auto Enforcer policies are triggering correctly
  • A test export to the new accounting platform mapped transactions correctly
  • No post-cutover transactions are coded to retired GL tags
  • Cardholders have confirmed they can see and select the new tags
Last modified on May 28, 2026