How to Migrate from AvidXchange to Nexus AP: Step-by-Step Guide

Migrating from AvidXchange to Nexus AP takes 2 to 4 weeks for most teams. The process involves coordinating your contract exit, exporting data, connecting Nexus AP to your ERP, transitioning vendor payment methods away from AvidPay, and running a parallel period before cutover.

The Corpay acquisition of AvidXchange has prompted many AP teams to evaluate alternatives. Whether you are motivated by acquisition uncertainty, pricing concerns, or feature limitations, this guide covers every step of the migration.

Why Teams Are Leaving AvidXchange

The Corpay (formerly FLEETCOR/TPG) acquisition has created a wave of reevaluation among AvidXchange customers. Teams are concerned about potential pricing changes as Corpay integrates the business, product roadmap uncertainty as priorities shift under new ownership, and the long-term viability of the AvidPay network.

Beyond the acquisition, common migration drivers include per-transaction pricing that scales unfavorably, limited AI capabilities in invoice capture and matching, implementation complexity that requires ongoing professional services, and contract terms that restrict flexibility.

According to IOFM, 41% of organizations reassess their AP technology stack within 12 months of a major vendor acquisition or merger.

Step 1: Plan Your Contract Exit

AvidXchange contracts typically run 12 to 36 months with auto-renewal clauses. Before doing anything else, determine your contract timeline.

Review Your Contract Terms

• Renewal date: When does your current term end?
• Notice period: Most AvidXchange contracts require 60 to 90 days written notice before the renewal date to prevent auto-renewal.
• Early termination: If you need to exit early, understand the fee structure. Some contracts calculate termination fees based on remaining months.
• Data portability: Confirm your right to a complete data export. This is standard but worth verifying.

Send Written Notice

If your renewal window is approaching, send formal written notice of non-renewal to your account representative and to AvidXchange's contracts department. Keep a copy for your records. Do not wait until after you have migrated — send notice as soon as you decide to switch.

Step 2: Export Your Data from AvidXchange

Request a comprehensive data export from AvidXchange support. This process can take 2 to 4 weeks, so start early.

Request the following exports:

• Vendor master data: All vendor records including names, addresses, tax IDs, payment preferences, and banking information
• Invoice history: At least 24 months of invoice records with line-level detail, GL coding, and approval history
• Payment history: Complete payment records including check numbers, ACH transaction IDs, and payment dates
• Approval workflows: Documentation of your approval routing rules, thresholds, and delegation settings
• Custom fields and mappings: Any custom configurations specific to your implementation

Store all exports securely. These serve as your audit trail and migration reference.

Step 3: Set Up Nexus AP

While waiting for your AvidXchange data export, begin setting up Nexus AP. Most teams complete this phase in 1 to 3 hours.

Connect Your ERP

Nexus AP integrates natively with QuickBooks, Xero, NetSuite, and Sage. Connecting your ERP automatically imports your chart of accounts, vendor list, and open purchase orders. This eliminates the need to manually recreate vendor records.

Configure Matching Rules

AvidXchange primarily supports header-level matching. Nexus AP offers line-level 2-way and 3-way matching, which catches discrepancies that header-level systems miss. Set your initial tolerance thresholds at 2% for price and 5% for quantity, then refine based on your first month of results.

Recreate Approval Workflows

Document your AvidXchange approval workflows and recreate them in Nexus AP. Common configurations include amount-based routing (invoices over $5,000 require director approval), department-based routing (marketing invoices go to the marketing manager), and auto-approval for PO-matched invoices under a threshold amount.

Nexus AP supports all of these patterns plus GL code-based routing and escalation policies for overdue approvals.

Transition Payment Methods

This is the most AvidXchange-specific step. If you rely on the AvidPay network, you need to establish direct payment relationships.

• ACH payments: Set up ACH payment capabilities in Nexus AP. Most vendors already have ACH information on file in your ERP.
• Check payments: Configure check printing or outsourced check delivery if you still issue checks.
• Virtual cards: If you used AvidPay virtual cards for rebate revenue, explore equivalent virtual card programs through your bank.

For vendors who exclusively received payments through AvidPay, reach out proactively to collect their ACH details. This is typically a small subset of your vendor base.

Step 4: Run Both Platforms in Parallel

Run AvidXchange and Nexus AP simultaneously for two to three weeks. The parallel period is critical for validating accuracy and building team confidence.

During the parallel period:

• Route all new invoices into Nexus AP for processing
• Let any payments already scheduled in AvidXchange complete
• Compare invoice capture accuracy between the two systems for the first week
• Verify approval routing works correctly in Nexus AP
• Test payment execution for at least 10 to 20 payments through Nexus AP

According to Ardent Partners, teams that run a parallel period of at least two weeks report 73% fewer issues during cutover compared to teams that switch immediately.

Step 5: Execute the Cutover

Once your parallel period is complete:

1. Verify all AvidXchange payments have cleared: Confirm no payments are in pending or processing status.
2. Update invoice submission channels: Redirect your AP email forwarding. If vendors use an AvidXchange supplier portal, notify them of the new submission method.
3. Disconnect AvidXchange from your ERP: Remove the AvidXchange integration to prevent sync conflicts.
4. Retain AvidXchange read-only access: Keep login access for at least 90 days for audit and historical reference.
5. Confirm with your team: Hold a brief meeting to confirm everyone knows the new workflow and has Nexus AP access.

Migration Timeline

Note that the data export request and Nexus AP setup happen in parallel, so the total elapsed time is 2 to 4 weeks rather than the sum of all phases.

Addressing Common Concerns

What about the AvidPay vendor network?

AvidPay is proprietary to AvidXchange, but the underlying payment methods (ACH and check) are universal. Over 95% of vendors who receive payments through AvidPay also accept standard ACH payments. The transition is transparent to most vendors.

Will the Corpay acquisition affect my data?

Your data rights are governed by your contract with AvidXchange regardless of ownership changes. Export your data proactively as a precaution and verify retention policies with your account representative.

Is it worth waiting to see how the acquisition plays out?

That depends on your risk tolerance and contract timing. If your renewal is approaching, you can avoid auto-renewal while evaluating. If you are mid-contract, start your evaluation now so you are prepared to act when your renewal window opens.

Start Your Migration

Sign up for Nexus AP and connect your accounting system to begin setup while you work through your AvidXchange contract timeline. For a broader comparison of AP platforms, see our guide to choosing AP automation software.