Airwallex Complete Setup Guide 2025: From Account Opening to First Payment

Last Updated: December 2025 | Reading Time: 12 minutes

Airwallex is one of the most powerful financial platforms for businesses operating globally, but its feature-rich interface can be overwhelming for first-time users. This complete guide will walk you through every step—from account creation to making your first international payment.

By the end of this guide, you'll have a fully configured Airwallex account ready to handle your global business operations.

What You'll Learn

• How to create and verify your Airwallex account (Step-by-step)
• Setting up multi-currency wallets
• Creating and managing virtual cards
• Collecting payments from customers
• Paying suppliers and contractors internationally
• Integrating with accounting software (Xero, QuickBooks)
• Troubleshooting common issues

Time required: 2-3 hours for complete setup

Prerequisites

Before you begin, ensure you have:

✅ Registered business entity (LLC, Corporation, Sole Proprietorship)
✅ Business registration documents (Certificate of Incorporation)
✅ Government-issued ID (Passport or driver's license)
✅ Proof of business address (Utility bill, lease agreement)
✅ Business website or LinkedIn profile
✅ Tax ID number (EIN, VAT number, etc.)

Estimated approval time: 2-7 business days

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Part 1: Account Creation and Verification

Step 1: Create Your Airwallex Account (10 minutes)

1. Visit Airwallex website: Go to airwallex.com
2. Click "Sign Up": Choose "Business Account"
3. Enter business email: Use your company email (not Gmail/Yahoo)
4. Create password: Strong password (12+ characters, mixed case, numbers, symbols)
5. Verify email: Check inbox for verification link, click to confirm

Step 2: Complete Business Profile (15 minutes)

Business Information:

• Legal business name: Exactly as appears on registration documents
• Trading name (if different): DBA or brand name
• Business type: LLC, Corporation, Sole Proprietorship, Partnership
• Industry: Select from dropdown (be accurate)
• Business registration number: Company number from incorporation
• Date of incorporation: From registration certificate
• Country of incorporation: Where business is legally registered
• Business address: Physical address (not PO Box)
• Website URL: Live, professional website (or LinkedIn if no website)

Business Activity:

• Description: Detailed explanation of what your business does
• Products/services: Specific offerings
• Target markets: Countries you operate in
• Expected monthly volume: Realistic estimate ($10K, $50K, $100K+)

Pro tip: Be specific and honest. Vague descriptions ("consulting") trigger manual review. Better: "B2B SaaS platform providing project management tools to marketing agencies."

Step 3: Upload Business Documents (10 minutes)

Required documents:

1. Certificate of Incorporation:

   • Official government document
   • Shows company name, registration number, date
   • Must be current (not expired)

2. Proof of Business Address:

   • Utility bill (electricity, water, gas)
   • Bank statement
   • Government letter
   • Dated within 3 months

3. Business License (if applicable):

   • Professional licenses (legal, medical, financial services)
   • Industry-specific permits

Upload tips:

• ✅ High-resolution photos or scans
• ✅ All four corners visible
• ✅ No glare or shadows
• ✅ Text clearly readable
• ❌ Don't crop or edit documents
• ❌ Don't use photocopies (original only)

Step 4: Beneficial Owner Verification (15 minutes)

Who is a beneficial owner?

• Anyone with 25%+ ownership
• Ultimate decision-makers
• Directors and officers

For each beneficial owner, provide:

1. Personal Information:

   • Full legal name (as on ID)
   • Date of birth
   • Nationality
   • Residential address
   • Ownership percentage

2. Government ID:

   • Passport (preferred) or driver's license
   • Must be current (not expired)
   • Photo page clearly visible

3. Proof of Residential Address:

   • Utility bill, bank statement, government letter
   • Dated within 3 months
   • Shows full name and address

Pro tip: If you have multiple owners, prepare all documents in advance to avoid delays.

Step 5: Submit Application

1. Review all information: Double-check for accuracy
2. Accept terms and conditions: Read privacy policy and T&Cs
3. Submit application: Click "Submit for Review"
4. Confirmation email: You'll receive acknowledgment within minutes

What happens next:

• Airwallex compliance team reviews your application
• Automated checks (OCR, database verification)
• Manual review (if flagged)
• Video verification call (sometimes required)

Timeline:

• Simple cases: 2-3 business days
• Complex cases: 5-7 business days
• High-risk industries: Up to 2 weeks

Step 6: Video Verification (If Required)

Some applications require a video call with Airwallex compliance:

What to expect:

• 10-15 minute video call
• Verify your identity (show ID)
• Explain your business
• Answer questions about expected usage

Preparation:

• Have government ID ready
• Be in a quiet, well-lit location
• Prepare to explain your business clearly
• Have business documents accessible

Common questions:

• What does your business do?
• Who are your customers?
• What countries do you operate in?
• What is your expected transaction volume?
• How did you hear about Airwallex?

Pro tip: Be professional, honest, and concise. This is not an interrogation—it's identity verification.

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Part 2: Account Setup and Configuration

Step 7: Set Up Multi-Currency Wallets (5 minutes)

Once approved, configure your currency wallets:

1. Log in to Airwallex dashboard
2. Navigate to "Wallets" in left sidebar
3. Click "Add Currency"
4. Select currencies you need:
   • USD (US Dollar)
   • EUR (Euro)
   • GBP (British Pound)
   • AUD (Australian Dollar)
   • SGD (Singapore Dollar)
   • And 45+ more

Recommended setup:

• Add currencies you'll receive payments in
• Add currencies you'll pay suppliers in
• Add your home currency

Local account details: For major currencies, you'll receive local bank account details:

• USD: US routing number + account number
• EUR: IBAN
• GBP: UK sort code + account number
• AUD: BSB + account number

Use case: Share these details with clients for local bank transfers (cheaper for them than international wires).

Step 8: Create Your First Virtual Card (5 minutes)

Virtual cards are one of Airwallex's best features:

1. Navigate to "Cards" in dashboard

2. Click "Create Card"

3. Choose "Virtual Card"

4. Configure card:

   • Card name: Descriptive (e.g., "AWS Subscription", "Facebook Ads")
   • Currency: USD, EUR, GBP, etc.
   • Spending limit: Daily, monthly, or per-transaction
   • Cardholder: Assign to team member or keep for yourself

5. Click "Create"

6. Card details appear instantly:

   • Card number
   • Expiry date
   • CVV
   • Billing address

Pro tip: Create separate virtual cards for each subscription or service. If one is compromised, you can delete it without affecting others.

Example setup:

• Card 1: "AWS Cloud" - $5,000/month limit
• Card 2: "Google Ads" - $10,000/month limit
• Card 3: "SaaS Subscriptions" - $2,000/month limit

Step 9: Order Physical Cards (Optional, 10 minutes)

If you need physical cards for team members:

1. Navigate to "Cards"

2. Click "Create Card"

3. Choose "Physical Card"

4. Configure:

   • Cardholder name
   • Spending limits
   • Delivery address

5. Submit order

6. Card arrives in 7-10 business days

Fees: $10 per physical card

Use case: Give physical cards to team members for travel, client dinners, or business expenses.

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Part 3: Making Payments and Transfers

Step 10: Fund Your Account (First Deposit)

Before you can make payments, add funds:

Method 1: Bank Transfer (Recommended)

1. Navigate to "Wallets"

2. Select currency (e.g., USD)

3. Click "Add Funds"

4. Choose "Bank Transfer"

5. Copy Airwallex bank details:

   • Account name
   • Account number
   • Routing number (USD) or IBAN (EUR)
   • Reference code (important!)

6. Initiate transfer from your bank

7. Funds arrive in 1-3 business days

Method 2: Debit Card (Instant, but 1.5% fee)

1. Click "Add Funds"
2. Choose "Debit Card"
3. Enter card details
4. Confirm amount
5. Funds available instantly

Pro tip: Use bank transfer for large amounts (no fees). Use debit card for urgent, small amounts.

Step 11: Make Your First International Payment (10 minutes)

Scenario: Paying a supplier in China (CNY)

1. Navigate to "Payments"

2. Click "Make a Payment"

3. Enter recipient details:

   • Recipient name: Exactly as on their bank account
   • Bank name: Supplier's bank
   • Account number: Supplier's account
   • SWIFT/BIC code: For international transfers
   • Address: Supplier's address

4. Enter payment details:

   • Amount: $10,000 USD
   • Currency to send: CNY (Chinese Yuan)
   • Payment reason: "Payment for goods" (be specific)
   • Reference: Invoice number

5. Review exchange rate:

   • Airwallex shows real-time rate
   • FX markup: ~0.5%
   • Total cost displayed upfront

6. Confirm payment

7. Payment processed in 1-2 business days

Pro tip: Save recipient details for future payments (one-click repeat payments).

Step 12: Currency Exchange (5 minutes)

If you have USD but need to pay in EUR:

1. Navigate to "Wallets"
2. Click "Exchange"
3. Select "From" currency: USD
4. Select "To" currency: EUR
5. Enter amount: $10,000
6. Review rate: Airwallex shows exact amount you'll receive
7. Confirm exchange
8. EUR appears in your EUR wallet instantly

Pro tip: Exchange when rates are favorable. Hold multiple currencies to avoid frequent conversions.

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Part 4: Collecting Payments from Customers

Step 13: Set Up Payment Links (15 minutes)

Accept payments from customers globally:

1. Navigate to "Payment Links"

2. Click "Create Payment Link"

3. Configure:

   • Amount: $5,000 (or leave blank for customer to enter)
   • Currency: USD, EUR, GBP (or multi-currency)
   • Description: "Invoice #12345 - Consulting Services"
   • Expiry: 30 days (optional)

4. Customize checkout:

   • Add your logo
   • Brand colors
   • Custom thank-you message

5. Generate link

6. Share with customer (email, invoice, website)

Customer experience:

• Clicks link
• Enters payment details (credit card, debit card)
• Pays in their local currency
• Funds appear in your Airwallex account

Fees: 2.5% + $0.30 per transaction (competitive with Stripe)

Use case: Invoicing international clients who prefer to pay with credit cards.

Step 14: API Integration (Advanced, 30+ minutes)

For developers building custom integrations:

1. Navigate to "Developers" in dashboard

2. Generate API keys:

   • Production key (for live transactions)
   • Sandbox key (for testing)

3. Read API documentation: api.airwallex.com/docs

4. Install SDK (Python, JavaScript, Ruby, PHP):

   npm install airwallex-payment-elements
   

5. Implement payment flow:

   • Create payment intent
   • Collect payment details
   • Confirm payment
   • Handle webhooks

Use cases:

• Marketplace platforms (split payments)
• Subscription billing
• Automated payroll
• Custom financial dashboards

Pro tip: Start with sandbox environment. Test thoroughly before going live.

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Part 5: Accounting Integration

Step 15: Connect to Xero (10 minutes)

Automate your bookkeeping:

1. Navigate to "Integrations"

2. Click "Xero"

3. Click "Connect"

4. Log in to Xero (OAuth authentication)

5. Authorize Airwallex to access your Xero account

6. Configure sync settings:

   • Sync frequency: Daily (recommended)
   • Account mapping: Match Airwallex wallets to Xero accounts
   • Transaction categorization: Automatic or manual

7. Save settings

8. Initial sync (may take 10-15 minutes for historical data)

What syncs:

• All transactions (payments, receipts, exchanges)
• Card spending
• Fees
• Currency conversions

Benefit: Automatic bank reconciliation, real-time financial visibility.

Step 16: Connect to QuickBooks (10 minutes)

Similar process for QuickBooks:

1. Navigate to "Integrations"
2. Click "QuickBooks Online"
3. Connect and authorize
4. Configure account mapping
5. Enable automatic sync

Pro tip: Set up transaction rules in QuickBooks to automatically categorize Airwallex transactions.

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Part 6: Team Management and Permissions

Step 17: Add Team Members (5 minutes per member)

Give your team access to Airwallex:

1. Navigate to "Team"

2. Click "Invite Member"

3. Enter email address

4. Assign role:

   • Admin: Full access (add/remove users, make payments)
   • Cardholder: Can only use assigned cards
   • Viewer: Read-only access (for accountants)

5. Set permissions:

   • Can create cards: Yes/No
   • Can make payments: Yes/No
   • Spending limit: $0 - $100,000+

6. Send invitation

7. Team member receives email, creates account

Use case: Give your CFO admin access, operations manager payment access, accountant viewer access.

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Part 7: Expense Management

Step 18: Set Up Expense Policies (10 minutes)

Control team spending:

1. Navigate to "Expense Management"

2. Create policy:

   • Policy name: "Marketing Team"
   • Spending limits: $5,000/month per person
   • Merchant restrictions: Only advertising platforms
   • Receipt requirements: Mandatory for transactions over $100
   • Approval workflow: Manager approval for >$1,000

3. Assign policy to team members

4. Save

Enforcement: Airwallex automatically declines transactions that violate policy.

Step 19: Receipt Capture and Categorization (5 minutes)

Train your team to upload receipts:

1. Download Airwallex mobile app
2. Make purchase with Airwallex card
3. Receive push notification: "Upload receipt for $X transaction"
4. Take photo of receipt (OCR automatically extracts data)
5. Categorize expense: Travel, Software, Marketing, etc.
6. Add notes (optional): "Client dinner with ABC Corp"
7. Submit

Manager review:

• Managers see all team expenses in real-time
• Approve or reject
• Export to accounting software

Time savings: 70% reduction in expense report processing time.

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Part 8: Troubleshooting Common Issues

Issue 1: Account Verification Delayed

Symptoms: Application pending for 7+ days

Causes:

• Incomplete documentation
• High-risk industry
• Compliance review

Solutions:

1. Check email for requests for additional documentation
2. Respond within 24 hours
3. Contact support: support@airwallex.com
4. Provide detailed business plan if high-risk industry

Issue 2: Payment Failed

Symptoms: Payment declined or returned

Causes:

• Insufficient funds
• Incorrect recipient details
• Sanctions screening hit
• Compliance hold

Solutions:

1. Verify sufficient balance in correct currency
2. Double-check recipient bank details
3. Contact recipient to confirm account information
4. Contact Airwallex support if compliance issue

Issue 3: Card Declined

Symptoms: Virtual or physical card declined at merchant

Causes:

• Spending limit reached
• Merchant category restricted
• Insufficient funds in card currency
• Card frozen

Solutions:

1. Check spending limits in dashboard
2. Add funds to card currency wallet
3. Unfreeze card if accidentally frozen
4. Contact support if merchant category issue

Issue 4: Currency Exchange Rate Seems High

Symptoms: FX rate worse than expected

Explanation:

• Airwallex uses mid-market rate + 0.5% markup
• Weekend rates may have higher markup (1%)
• Volatile currency pairs have wider spreads

Solutions:

1. Exchange during weekdays (better rates)
2. Avoid exotic currency pairs if possible
3. Compare with competitors (Wise: 0.41%, Payoneer: 2%)
4. For high volumes, contact Airwallex for negotiated rates

Issue 5: Accounting Integration Not Syncing

Symptoms: Transactions not appearing in Xero/QuickBooks

Causes:

• OAuth token expired
• Sync disabled
• Account mapping incorrect

Solutions:

1. Disconnect and reconnect integration
2. Check sync settings (ensure enabled)
3. Verify account mapping
4. Manual sync: Click "Sync Now" in integrations

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Best Practices and Pro Tips

Security

1. Enable 2FA: Two-factor authentication for all users
2. Use strong passwords: 16+ characters, password manager
3. Review transactions daily: Catch unauthorized activity early
4. Set spending limits: Prevent overspend and fraud
5. Freeze unused cards: Reduce attack surface

Cost Optimization

1. Hold multiple currencies: Avoid frequent conversions
2. Exchange on weekdays: Better rates than weekends
3. Use virtual cards: Free vs $10 for physical
4. Negotiate rates: High-volume users can get better FX rates
5. Batch payments: Combine multiple payments to same currency

Workflow Efficiency

1. Save recipients: One-click repeat payments
2. Use payment templates: For recurring payments
3. Automate accounting: Connect Xero/QuickBooks
4. Set up approval workflows: For large transactions
5. Use mobile app: Manage on the go

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Next Steps

Congratulations! You now have a fully configured Airwallex account. Here's what to do next:

Week 1:

• Make your first test payment (small amount)
• Create 3-5 virtual cards for key subscriptions
• Connect accounting software
• Add team members

Week 2:

• Set up payment links for customer invoicing
• Configure expense policies
• Train team on receipt capture
• Review first week of transactions

Month 1:

• Optimize currency holdings (reduce conversion frequency)
• Review spending patterns
• Adjust card limits based on actual usage
• Explore API integration (if applicable)

Ongoing:

• Monthly reconciliation with accounting software
• Quarterly review of FX rates (negotiate if high volume)
• Annual compliance review (update business documents)

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Frequently Asked Questions

How long does account approval take?
2-7 business days for most businesses. High-risk industries may take up to 2 weeks.

Can I use Airwallex for personal expenses?
No, Airwallex is strictly for business accounts.

What are the fees?
No monthly fees. FX markup: 0.5%. Payment collection: 2.5% + $0.30. Physical cards: $10 each.

How do I contact support?
Email: support@airwallex.com. In-app chat (business hours). Phone (for urgent issues).

Can I get a business loan?
No, Airwallex does not offer loans or credit facilities.

Is my money safe?
Yes. Funds are held in segregated accounts with top-tier banks. Airwallex is regulated in multiple jurisdictions.

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Conclusion

Airwallex is a powerful platform that can transform how your business handles international payments. While the initial setup requires some effort, the long-term benefits—lower fees, better control, automated accounting—make it worthwhile.

Follow this guide step-by-step, and you'll have a fully operational Airwallex account within a week. Start small, test the features, and gradually expand your usage as you become more comfortable.

Ready to get started? Sign up for Airwallex and begin your global financial journey today.

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Disclosure: This guide is for informational purposes only. We may earn a commission if you sign up through our links, but this does not influence our editorial content.