Connector for Outlook

Connect your Microsoft 365 account so PEX scans your organization’s Outlook inboxes for vendor receipts and matches them to card transactions automatically

Link PEX with your organization’s Microsoft Outlook account to enable no-touch receipt collection for your cardholders. Connect once and PEX will handle the rest: no manual receipt uploads and no chasing employees for documentation.

The Connector for Office 365 (Outlook) connects your organization’s Microsoft 365 environment to PEX. On a schedule (or on demand) PEX scans your organization’s Outlook inboxes for vendor receipts, extracts the receipt details and attachments, and matches them to the corresponding PEX card transactions so your documentation is captured automatically.

How it works

1. Admin connects once using Microsoft 365 credentials. Once a Microsoft 365 administrator grants organization-wide access, the mailboxes in your Microsoft 365 directory are in scope automatically.
2. PEX scans inboxes for vendor receipt emails (for example Uber, Delta, Amazon) based on subject line, sender and attachments, then extracts the receipt details.
3. Receipts are matched to card transactions and attached automatically. There is nothing for cardholders to do.
4. The first time PEX sees an inbox, its owner gets a one-time email telling them their inbox is connected to PEX, what is scanned and how to opt out. PEX does not read an inbox on the run that discovers it: that run only sends the notice, and the next scan is the first one to read any mail.

Note: This is an Admin-level integration. It is configured once by an Admin and then runs for the whole business: individual cardholders do not need to install or connect anything. Inbox owners keep control of their own inbox: they can opt out of scanning, or turn it back on, from the link in their notice email.

The connector has four tabs:

• Connect — connect (or disconnect) your Microsoft 365 account and configure how PEX scans inboxes.
• Sync — run scans on demand, turn on the automatic schedule and review sync history and monthly metrics.
• Mailboxes — every mailbox in your organization’s directory with its scanning state, including who has opted out and when their notice was sent.
• Attachments — review the individual receipt attachments PEX has scanned and their matching results.

Connect PEX and Outlook

To install and launch the connector from the PEX Marketplace, follow these steps:

1. Log in to https://dashboard.pexcard.com/
2. Navigate to Apps > Available
3. Locate Connector for Office 365 (Outlook).
4. Click More info > Install > Launch.

Note: To install the connector you need the following permissions enabled: Edit business settings & apps, Manage cardholder and View card transactions. You can enable them in My Profile > Permissions.

Once the app launches, you land on the Connect tab. In the Connection card, connect your Microsoft 365 account:

1. Click Connect and Sign in with the Microsoft 365 account for your organization.
2. Review the requested permissions and accept them to grant PEX read-only access to your organization’s Outlook email data so it can find and capture receipts.
3. When the connection succeeds, the Connection card shows a Connected status.

Mailbox access

Signing in alone only lets PEX read the mailbox of the account that connected. The Connection card shows which of the two states you are in:

• All organization mailboxes are scanned: organization-wide access has been granted.
• Only the connected mailbox is scanned: to cover the rest, a Microsoft 365 administrator must grant PEX organization-wide read access to mail. Click GRANT ORGANIZATION-WIDE ACCESS and complete the Microsoft consent prompt.

The Include inboxes and Exclude inboxes filters appear only once organization-wide access is granted, since without it there is a single mailbox to scan and nothing to filter.

Configure settings

On the Connect tab, below the How it works summary, use the filters on the Outlook connector card to control exactly which mailboxes, folders, senders and messages PEX scans. All filters are optional. Click SAVE when you are done.

Setting	What it does
Internal emails	Toggle on to exclude emails sent between mailboxes on the same domain.
Include inboxes	When set, only these Outlook inboxes will be scanned. Pick addresses from the suggestions, which come from the mailboxes PEX has discovered in your directory.
Exclude inboxes	These Outlook inboxes will not be scanned.
Include folders	Only these mail folders will be scanned. When not set, all folders except Deleted Items are scanned. Match by folder name or path, for example Inbox/Receipts. Use * to match any part of a name, for example Receipts*.
Exclude folders	Messages in these mail folders will not be scanned. Match by folder name or path, and * matches any part of a name.
Include from addresses	When set, only emails from these senders will be scanned. Use * to match any part of an address, for example *@vendor.com for every sender at that domain.
Exclude from addresses	Emails from these senders will be skipped. * matches any part of an address, for example *@vendor.com.
Include subject keywords	When set, only emails whose subject line contains these terms will be scanned (for example Invoice, Receipt, Order).
Exclude subject keywords	Emails whose subject line contains these terms will be skipped (for example Confidential).
Include body keywords	When set, only emails whose body contains these terms will be scanned.
Exclude body keywords	Emails whose body contains these terms will be skipped.

Note: When Include inboxes is left empty, PEX scans all mailboxes in your organization’s directory. When Include folders is left empty, PEX scans all folders except Deleted Items.

Note: If an inbox owner has opted out, PEX does not scan their inbox, regardless of your filters. You can still add any address to Include inboxes, including one whose owner has opted out. The connector then warns that some of these inboxes are not scanned yet, because the owner opted out or the mailbox does not have REST API access enabled. The entry stays in place, and scanning starts on its own once the owner turns scanning back on, or once REST API access is enabled for that mailbox.

Sync tab

The Sync tab is your dashboard for running and monitoring the connector. It shows when the connector last ran, lets you trigger a scan on demand and tracks receipt processing metrics.

• It shows the last execution time in your local time.
• Click Execute to run an inbox scan immediately.
• Use the Auto execute toggle (right side) to pull receipts on an automatic schedule (every 24 hours).
• The right panel confirms a valid PEX and Outlook connection, the Latest sync time, and Refresh and Disconnect actions.

Sync history

The Sync history table lists each sync session and its results:

Column	Description
Started	When the sync session began.
Duration	How long the sync took to complete.
Status	Outcome of the session (for example No new emails when there was nothing new to scan since the last run).
Emails scanned	Number of Outlook emails inspected during the session.
Receipts analyzed	Receipt attachments extracted, submitted to PEX and analyzed.
Receipts matched	Receipts that were successfully matched to a PEX card transaction.
Receipts unmatched	Receipts that could not be matched to a transaction.
Receipts failed	Receipts that could not be processed.

The table is paginated (for example 1–5 of 5 sync sessions) and each column can be sorted and filtered. Use Manage Columns for the rest: Ended, Mailboxes scanned, Mailboxes failed, Mailboxes skipped, Emails filtered, Receipts processed and Duplicates skipped. Mailboxes skipped counts inboxes that were not scanned because of your filters, an owner opt-out, or because the owner is still being sent their notice.

This month

The This month panel summarizes activity for the current month: Receipts analyzed, Receipts matched, Receipts unmatched and an estimate of Est. hours saved. Est. hours saved is receipts matched × 5 minutes ÷ 60.

Mailboxes tab

The Mailboxes tab lists every mailbox in your organization’s directory with its scanning state. Search by address or name, click UPDATE to refresh, and use Manage Columns to choose which columns are shown. Click a row to see that mailbox’s detail.

Column	Description
Address / Display name	The mailbox, as it appears in your Microsoft 365 directory.
State	Active (in scope and readable), Opted out (the owner opted out), Excluded (excluded by your filters), Not in directory (the mailbox is gone), Unavailable (PEX cannot read it) or Unknown (nothing has checked it yet).
Opted out	Whether the owner has opted out of scanning.
Notice sent	When the one-time notice email was sent to the owner.
Last scanned / Last run	When the inbox was last read, with a link to that scan session.

Manage Columns adds Opted out at, In scope, In directory, Readable and more.

Attachments tab

The Attachments tab lists the individual receipt attachments PEX has scanned from connected mailboxes and submitted for matching, newest first. Click UPDATE to refresh the list, and use Manage Columns to choose which columns are shown.

Column	Description
Source mailbox	The inbox the receipt email came from.
Sender	The email sender (for example the vendor).
Subject	The subject line of the email.
Received	When the email was received.
Upload status	Whether the attachment was successfully submitted to PEX.
Match	Whether the receipt was matched to a card transaction.
Matched on	When the match occurred.
Matched by	How the receipt was matched.

How receipt matching works

When the connector runs (automatically or via Execute):

1. PEX scans the connected Outlook inboxes for vendor receipt and invoice emails, honoring the include/exclude filters you configured and skipping any inbox whose owner has opted out.
2. When a matching email is found, PEX extracts the receipt details and attachment.
3. The attachment is submitted to PEX for processing.
4. PEX matches the receipt to the corresponding cardholder’s PEX card transaction and attaches it automatically.

You can review each scanned attachment and its result on the Attachments tab, and see the session totals (including Receipts unmatched) on the Sync tab.

Cardholder notices and opt-out

The first time PEX sees an inbox, its owner gets one email: Your Outlook inbox is now connected to PEX. It explains that PEX scans subject lines and receipt attachments only, that email body content is never read or stored and that anything that is not a receipt is discarded. It also links to an opt-out page for that inbox.

Opting out stops scanning of that inbox right away. Receipts already matched are unaffected, and receipts can still be sent to PEX by text to [phone] or email to [e-mail]. The same link lets the owner turn scanning back on.

You can see who opted out, and when, on the Mailboxes tab.

Disconnect

You can disconnect the Outlook integration at any time by clicking DISCONNECT on the Connect tab (or Disconnect on the Sync tab). Disconnecting removes the stored Microsoft authorization for your business and returns the connector to a disconnected state, so PEX will no longer scan your inboxes. You can reconnect later at any time. Reconnecting does not change anyone’s opt-out: owners who opted out stay opted out until they turn scanning back on themselves.

FAQ

What data does PEX access in Outlook?

PEX requests only read-only access to email messages and their attachments so it can find and capture receipts. PEX does not send email on your behalf. PEX scans subject lines and receipt attachments, and anything that is not a receipt is discarded. Select Learn how PEX protects your data on the connector, or see the PEX Privacy Policy, for details.

How often does the connector sync?

With Auto execute turned on, PEX scans your inboxes automatically every 24 hours. You can also run a scan at any time by clicking Execute on the Sync tab.

Which inboxes does PEX scan?

By default PEX scans all mailboxes in your Microsoft 365 directory, once organization-wide access is granted. Use Include inboxes / Exclude inboxes on the Connect tab to limit scanning to (or exclude) specific inboxes, and Include folders / Exclude folders to control which mail folders are scanned. When no folders are specified, all folders except Deleted Items are scanned. An inbox whose owner has opted out is not scanned, regardless of your filters, until that owner turns scanning back on.

Can I control which emails are treated as receipts?

Yes. Use the subject and body keyword filters and the sender (from address) filters on the Connect tab to include or exclude specific messages, and toggle Internal emails to exclude emails sent between mailboxes on the same domain.

Do cardholders need to install anything?

No. An Admin connects the integration once and all mailboxes in your directory come into scope automatically. There is nothing for cardholders to install or sign in to. They do receive a one-time email telling them their inbox is connected, and can opt out of scanning from it at any time.

Where can I see individual receipts that were scanned?

On the Attachments tab. It lists every scanned attachment with its source mailbox, sender, subject, upload status and match result.

Where can I see who opted out?

On the Mailboxes tab. Each mailbox shows its state (including Opted out), when the owner opted out and when their notice was sent.

What permissions do I need to set this up?

You need the Edit business settings & apps, Manage cardholder and View card transactions permissions. Enable them in My Profile > Permissions. Granting PEX organization-wide access to mail additionally requires a Microsoft 365 administrator.

How do I stop PEX from scanning inboxes?

As an Admin: turn off Auto execute to stop scheduled scans, add specific inboxes to Exclude inboxes, or click DISCONNECT to fully remove PEX’s access to your Microsoft 365 account. As a cardholder: use the opt-out link in the Your Outlook inbox is now connected to PEX email, which stops scanning of your own inbox only.

Support & Inquiries

For any questions related to this connector, please email [e-mail]