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Troubleshooting PEX and QuickBooks®

Common problems related to importing PEX transactions into QuickBooks

Account reconciliation

  1. Your PEX account and QuickBooks balance do not match
    Note that PEX statements and the .qbo file export only includes settled transactions.  Pending transactions, which appear in the card transaction history, are not final (transaction month and amount may change) and should not be entered into QuickBooks.
  2. Your PEX statement and QuickBooks balance do not match
    Ensure that the time period of the statement matches the .qbo file export start and end dates.  The default statement period is a calendar month.

Finding the PEX account number

  1. Unable to find my PEX account number
    The unique number for your PEX Account (a 13 digit number) is listed on the Transfers / ACH Instructions page of the Admin website. You must log in to retrieve your account number. Note: If you have multiple PEX Accounts, each will have it's own account number.

Reports and file exports

  1. My file is missing older transactions
    A maximum of 3 months can be exported at one time. PEX makes the last 12 months of spend available on the Admin Site. Older months can be sourced by emailing the request, with the desired time period and file type (.qbo or .csv), to adminsupport@pexcard.com.  The information will be emailed to you.
  2. Limiting the file to a single cardholder account
    The export contains all transactions that impact the PEX Account balance.  This includes ACH and wire transfers, fees, and merchant purchases and returns.  All cards are included: there is no .qbo file export per PEX Card Account.
  3. Missing transaction tags and/or notes
    Transaction tags and notes cannot be not included in the .qbo export file.

File Types

  1. Unable to import the file
    Note only .qbo, .ofx and .csv files are available. .qfx is not supported by PEX. Please contact Intuit for file conversion options.

Missing Transactions

  1. Expected transactions don't appear in the exported file
    Only settlements appear in the export and statement files.  If the merchant has not completed the transaction process within 14 days, the pending transaction will no longer appear on the card account and there is no record of that transaction in the export.  If you have a receipt and there is no settlement, please call the merchant.