Aplos partners with PEX to provide Aplos customers based in the United States with Visa prepaid cards that empower staff and volunteers to make authorized purchases, while maintaining tight spending controls. Once you have enabled prepaid cards in Aplos and successfully created your PEX account, you can connect your PEX account with Aplos to automatically sync approved transactions with your accounting once a day.
Before You Begin
To ensure a smooth integration, verify that you have the following in place:
An Active PEX Account: If you haven’t created one yet, see our guide on Visa Prepaid Cards With PEX. If you have a PEX account outside of Aplos, contact our Customer Care Team to request to migrate to the discounted Aplos plan.
Integration Roadmap: 3 Steps to Success
The setup process must be completed in order. Follow the guides below to move through each phase.
Phase 1: Prepare Your Chart of Accounts
Before connecting the two systems, you need to prepare your Aplos account to receive PEX data. This ensures your PEX balance and expenses are tracked accurately in your reports.
Key Tasks: Create a PEX asset account (Register type), and set up the necessary funds and expense tags.
Detailed Guide: Preparing Your Chart of Accounts for PEX
Phase 2: Connect & Map Your Accounts
Once your accounting is ready, you will link Aplos and PEX and tell the systems how to "talk" to each other. This is where you map your Aplos funds and accounts to "Tags" inside the PEX portal.
Key Tasks: Authenticate your account, create PEX tags, launch the Aplos Connector, and configure sync options.
Detailed Guide: Connecting and Mapping PEX Tags to Aplos
Phase 3: Manage Transactions & Ongoing Sync
With the integration live, you can now manage your day-to-day spending. Transactions will sync automatically every 24 hours, but you can also trigger manual syncs at any time.
Key Tasks: Review and approve transactions in PEX, manage bank transfers, and view card balances within Aplos.
Detailed Guide: Managing PEX Transactions and Syncing to Aplos
Managing Your PEX Connector Configuration
- In the PEX Admin Portal, click “Manage Sync” from the top navigation to review or edit your configuration.
- Enable/disable auto-sync. Enabled: Transactions sync automatically every 24 hours. Disabled: Transactions will not sync automatically.
- Click “Edit” at the bottom of the screen to make any changes in the configuration settings.
Note: The Disconnect button at the bottom of the screen can be used to disconnect your Aplos account from your PEX account.
Related to