Amazon Business Integration

The Amazon Business integration links your Amazon Business account to Topkey so that Amazon order data is imported automatically and matched to the corresponding card transactions. Once connected, cardholders no longer need to manually upload Amazon receipts — Topkey attaches itemized line-item receipt data directly to matched transactions.

Setting Up the Connection

The Amazon Business integration uses an OAuth authorization flow. During setup, you will leave Topkey briefly to sign in to Amazon and grant access, then be returned to Topkey automatically.

1. In Topkey, go to Connections → Integrations.
2. Locate the Amazon Business integration and click Connect.
3. You will be redirected to Amazon's authorization page. Sign in with your Amazon Business credentials.
4. Review the permissions requested and approve the connection.
5. Amazon redirects you back to Topkey. Once you land on the Amazon Business settings page and see the confirmation message, the integration is active.

Configuring Integration Settings

After connecting, you can adjust how Topkey processes imported Amazon orders under Integration settings on the Amazon Business page.

• Merge transaction line items into a single split — When enabled, all line items from a single Amazon order are combined into one transaction split rather than creating a separate split per item. Leave this off if you want full itemization.
• Should we try to merge transaction when card is unknown? — When enabled, Topkey attempts to match Amazon orders even when the card used for the Amazon purchase is not recognized as a Topkey card. Useful if you have cards that aren't directly managed in Topkey.
• Property matching field — Controls how Topkey assigns a property to matched transactions. Choose from:
  • Both (PO first, then Location) — Topkey checks the Purchase Order number first, then falls back to the shipping location.
  • Purchase Order Number only — Topkey only uses the Purchase Order number to assign a property.
  • Location only — Topkey only uses the shipping location to assign a property.

After changing any settings, click Save Settings.

How Matching Works

Once connected, Topkey imports your recent Amazon order history and attempts to match each order to an existing Topkey card transaction.

Matching uses three criteria:

• Amount — The order total must equal the card transaction amount.
• Date — The order date and transaction date must be within a close time window.
• Card — The last four digits of the card used on the Amazon order must correspond to a card in Topkey.

When a match is found, the Amazon order's itemized line items are automatically attached to the Topkey transaction as receipt data. No manual receipt upload is needed.

Importing and Re-running Matching Manually

Two actions are available on the Amazon Business settings page for situations where you want to trigger processing on demand:

• Import Recent Transactions — Pulls in the latest Amazon orders that may not yet be in Topkey.
• Re-run Matching — Attempts to match all currently unmatched Amazon orders against existing Topkey transactions. Use this after correcting a card assignment or after importing transactions from a prior period.

Working with Unmatched Transactions

The Amazon Business Transactions page (accessible via Amazon Transactions in the left navigation) shows all imported Amazon orders and their match status.

Each row in the list shows:

• Created — The date the Amazon order was placed.
• Amazon Order ID(s) — The Amazon order number associated with the transaction.
• Items — A summary of the products included in the order.
• Total Amount — The total charged for the order.
• Payment Instrument — The card or payment method used on the Amazon order.
• Matched — Whether the order has been matched to a Topkey transaction.
• Actions — Options to view or manage the order.

Filtering the Transactions List

Use the Filters button to narrow the list by match status:

• Matched — Orders that have been successfully linked to a Topkey transaction.
• Unmatched — Orders with no matching Topkey transaction yet found.
• All — Every imported Amazon order regardless of status.

Focus on Unmatched orders at the end of each period to clear any outstanding items.

Manually Matching an Order

If an Amazon order was not matched automatically, you can link it to a Topkey transaction yourself:

1. Click View next to the unmatched order.
2. On the order detail page, select the Topkey transaction you want to link this order to.
3. Confirm the selection. The order is now matched and the receipt data is attached to that transaction.

Re-triggering Automatic Matching for a Single Order

If you believe an unmatched order should be matched automatically (for example, after the corresponding card transaction has settled), you can ask Topkey to try again without selecting a transaction manually:

1. Click View next to the unmatched order.
2. On the order detail page, click Try Matching.
3. Topkey re-runs the automatic matching logic for that order. If a qualifying transaction is found, the order is matched immediately.

Unmatching a Previously Matched Order

If an order was matched to the wrong transaction, you can remove the link and start over:

1. Click View next to the matched order.
2. On the order detail page, click Unmatch.
3. The order is returned to an unmatched state. You can then either let automatic matching run again or manually select the correct transaction.

Tips

Frequently Asked Questions

Do cardholders still need to upload Amazon receipts after this integration is connected? No. Once an Amazon order is matched to a Topkey card transaction, the itemized line-item data from the order is automatically attached as receipt information. Cardholders do not need to upload receipts manually for Amazon purchases.

What happens if the Amazon order amount doesn't match the card transaction amount exactly? Topkey cannot automatically match orders where the amounts differ — for example, when an order ships in multiple partial shipments and generates separate charges. In these cases, the order will appear as unmatched and you will need to manually link it to the correct transaction or transactions.

Can I connect Amazon Business if my account uses multiple Topkey sub-accounts? Yes. The Amazon Business integration connects at the account level and can match orders to transactions across the accounts associated with your connection. Orders are attributed to the appropriate account based on the card used for each Amazon purchase.

Questions? Contact Support