Process Visualization

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flowchart LR
    %% Define participants
    subgraph Finance[Finance Team]
    A[Verify Transactions]
    D[Manipulate CSV Data]
    H[Create BT Entry]
    end

    subgraph PEX[PEX System]
    B[Approve Transactions]
    C[Export CSV Report]
    end

    subgraph Xero[Xero Accounting]
    E[Sync Expenses]
    F[Export PDF Reports]
    end

    subgraph BT[Buildertrend]
    G[Enter Project Bills]
    I[Attach PDF Documents]
    end

    %% Define process flow
    A -->|All Approved| B
    B -->|Launch Connector| E
    E -->|Sync Complete| C
    C -->|Download| D
    D -->|Totals by Project| F
    F -->|Save PDFs| H
    H -->|For Each Project| G
    G -->|Add Details| I
    I -->|Complete| A

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PEX Reconciliation Process¶

This document outlines the monthly procedure for reconciling PEX expenses, ensuring all transactions are properly approved, synced to Xero, and documented in Buildertrend.

Procedure¶

Verify All Transactions Are Approved

Once a month ends, verify all of the transactions are approved for the entire month. If there are any pending, approve them prior to proceeding with the next steps.

Important

All transactions must be approved before proceeding to avoid reconciliation errors.

Sync The Expenses To Xero

Login to PEX
Select "Apps"
Select "Pex Connector for Xero"
Select "Launch"
Under settings on the right side of the screen, select "edit"
Change the dates for the dates of the previous month
Select "next" until the "save" option is available

Note

The rest of the settings are standard and don't need to be changed.

Select "SYNC" and allow the PEX transactions to sync to Xero
Repeat the SYNC process until it shows 0/0 transactions sync (this indicates there are no further transactions to sync to Xero)

Export The CSV Expense Report

Go to "Reports"
Select "Generate"
Select the pencil icon next to "Last Month" or enter in the dates of the previous month
Select "Preview"

Access Report

An email with the report will be emailed once it is complete. The report can be accessed through the email, or under "reports" → "Report History"

Manipulate The CSV Expense Report To Match Transactions To Xero

Open the CSV in excel, click "Don't Convert"
Delete all columns aside from "Purchase Date", "Description", "Amount", "EXPENSE TYPE", "PROJECTS", "COST CODE"
Add a filter to the "PROJECTS" Column by selecting "Sort & Filter", "Filter"
Select a project under the projects filter
Sort the "COST CODE" column after selecting the project filter from A to Z (this will group all expenses from the same cost codes together)
Next, total each group of cost codes

Export The Expense Report PDFs In Xero

Login to Xero
Go to "Accounting"
Select "Reports"
Select "Custom"
Select "Project Expense Report (prototype)"

Filter Adjustment

This is a custom report and the only thing that will need adjusted is the filter.

Select "Filter", "projects"
Select the checkbox of the project you are filtered in in the excel CSV file
Click "update"
Verify the total on the report matches the total on the csv file

Verification Step

If the totals don't match, review transactions to identify discrepancies before proceeding.

If the total matches, click "download" and save the report to "DOCBASE", "02. Admin", "PEX", and create a new folder "MONTH.YEAR." EX: 03.2025
Title the Report "Month – Project" Ex: March – Sky Ranch

Enter The Expenses Into Buildertrend

Login to Buildertrend
Search the applicable project in Buildertrend and select it
Once drilled into the correct project, select "Financial", "Bills"
The expenses will be entered as a bill in the project
Click "+Bill"
Title the bill "PEX Expenses Month/Day-Month/Day" EX: PEX Expenses 3/1-3/31

Critical Step

Under the "pay to" dropdown, select "unassigned". This is crucial to ensure the bill will not be sent to Xero. The expenses are already in Xero, and will be duplicated if a bill is synced to Xero.

Enter the "invoice date" as the first date of the month you are reconciling and the "due date" as the last date of the month
Under items, click "+Item"
This is where the title, cost code, cost type, and total will be applied
Reference the csv file that is filtered for the specific project
Start with the first expense in the report, enter the title, cost code that matches the cost code in the excel file
The cost type will match what the expense is for (Ex: Labor, material, other, equipment, etc) this will not be on the excel file
Enter the total for the entire group of this specific cost code
Repeat until all cost codes for this project are entered
Under Doc/Receipts, select "Add", "Browse Computer", and select the saved Xero exported PDF for this project
Select "Save & Close"
Repeat for each project in the report

Checklist¶

Verify all transactions are approved
Sync expenses to Xero
Export CSV expense report
Manipulate CSV to match Xero transactions
Export expense report PDFs from Xero
Enter expenses into Buildertrend for each project

graph TD
    A[Month End] --> B[Verify Transactions]
    B --> C[Sync to Xero]
    C --> D[Export CSV Report]
    D --> E[Manipulate CSV Data]
    E --> F[Export PDFs from Xero]
    F --> G[Enter in Buildertrend]
    G --> H[Repeat for All Projects]
    H --> I[Process Complete]