# Help Center Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support --- ## Popular Articles ### [How Brex credit limits work](https://www.brex.com/support/brex-credit-limits) Brex is built to be your financial platform at every stage of growth. Whether you're just getting started, entering the Commercial or Upmarket space, or leading a global Enterprise, our solutions scale with you to manage the increasing complexity of your finances. This approach helps you spend smarter and move faster, with clear insights and high limits available quickly. ## Overview Brex is built to be your financial platform at every stage of growth. Whether you're just getting started, entering the Commercial or Upmarket space, or leading a global Enterprise, our solutions scale with you to manage the increasing complexity of your finances. This approach helps you spend smarter and move faster, with clear insights and high limits available quickly. To provide a credit limit that meets your growing needs, our underwriting process adapts to your unique business model and financial characteristics assessing your company based on the metric that best reflects its strength — be it your cash balance or your sales and performance. The information below can help you understand your Brex credit limit. ## What determines your Brex credit limit The credit limit for your Brex card account is determined based on either cash-based underwriting and/or revenue-based underwriting. In order to unlock higher limits, we recommend providing complete financial information. We’ll underwrite your account based on one or a combination of the following: - **Connected bank funds:** Available for accounts making monthly payments. - **Bank statements:** Available for accounts making monthly payments (If you can’t connect your bank account). - **Brex business account funds:** Required for daily payments and available for qualified accounts making monthly payments. - **Financial statements:** Available for accounts making monthly payments. ### Connected bank funds Brex uses Plaid or Finicity to **securely** and **seamlessly** connect to your bank accounts so we can view account transactions and balances. Connecting your bank accounts gives us a complete picture of your financial profile, which we use to determine your credit limit. The best way to unlock the highest credit limit is to: 1. Securely connect all bank accounts where you hold cash (our system can see your full financial strength) 2. Maintain a strong payment history by paying your balance on time Account and card admins can update bank connections or add new ones [from your Brex dashboard](https://dashboard.brex.com/?should-connect-bank=true/). Plaid or Finicity support many bank accounts. **Note**: If you maintain cash at multiple financial institutions that you cannot connect to Brex, providing us with statements for each account helps us give you the highest limit possible. Upload your two most recent monthly statements for additional accounts [through this secure file uploader](https://www.brex.com) or the [Financial documents](https://dashboard.brex.com/settings/financial-documents) page in your Brex dashboard. ### Bank statements If you run into issues with connecting your bank account, we can provide a solution by accepting bank statements instead of an account connection. Similar to connected bank underwriting, we use bank statements to access your cash balance to understand your company’s financial health and determine your limit. We accept statements that meet these criteria: - Statements must be official bank PDFs; no screenshots or scanned copies will be accepted. - Two or sometimes three full months of statements are required each time a new account is introduced. If you’d like to see instructions on how to upload bank statements, please read [this help article](https://www.brex.com). ### Financial statements We may review financial statements including income statements and balance sheets to evaluate cash flow and growth trends. These statements give our underwriting team a comprehensive view of your company’s financial position, including liquidity, profitability, and leverage metrics. Based on this data, we can assign a credit limit that reflects your company’s scale and financial strength. You may submit standard financial documents, including: - Balance sheets - Income (profit & loss) statements - Cash flow statements For more information on financial statement underwriting, please read[ this help article](https://www.brex.com) ## Limits by account type Please read the relevant section below, which will outline how your credit limit is determined for your Brex card based on your product type. To determine limits with our monthly payments product, we consider your current cash balance, cash flow, and overall financial performance. As your cash balance, cash flow, or financial performance changes, your available limit may change accordingly. By default, payments to settle your statements are due monthly. If you have a Brex business account in addition to a card with monthly payments, you can switch between a monthly payment cycle and a daily payment cycle. Your autopay account can be any linked bank account, including Brex business accounts. If your account makes monthly payments, you're eligible to redeem Brex points for a variety of options listed in[ this article.](https://www.brex.com) For Brex cards with daily payments, limits are based on the aggregate balance of your Brex business account across your primary checking, treasury, and vault accounts. Payments to settle your statement are due daily. If your account makes daily payments, you’re eligible to redeem your Brex points for a variety of options listed in[ this article.](https://www.brex.com) Brex previously offered cards with net 60-day payments to certain customers. Grandfathered accounts may maintain their net 60-day statement periods, but otherwise, Brex no longer supports net 60-day payments. For accounts that have been grandfathered into this product, your Brex card limit is directly related to your estimated revenue reported in your accounts that are connected to Brex. Your limit depends on the balances of connected bank accounts and/or bank/financial statements, as well as any connected ecommerce platforms such as Amazon or Shopify. ## Credit limit increases Brex continuously monitors your credit limit to provide the best possible experience. Your credit limit is designed to remain stable and predictable, provided you maintain the following: - Strong payment history - Ongoing financial visibility (via connected bank accounts or updated statements) If your financial profile indicates you qualify for a higher limit, Brex will proactively reach out for an increase. To learn more about requesting limit increases, [please refer to the article here.](https://www.brex.com) ## Disclaimer _The information you provide is used solely for credit evaluation. Brex treats this data as confidential and complies with rigorous privacy and data handling policies._ Credit limits are calculated in part by Brex’s ongoing account-specific determination of risk. These credit limits are subject to change at any time at our sole discretion in accordance with our rights outlined in the Platform Agreement. --- ### [Two-factor authentication (2FA)](https://www.brex.com/support/two-factor-authentication) Two-factor authentication (2FA) is an extra layer of security that prevents unauthorized access to your account. ## Overview Two-factor authentication (2FA) is an extra layer of security that prevents unauthorized access to your account. 2FA is achieved by either setting up SMS authentication or installing a general-purpose authenticator app on your mobile device. 2FA is required for all Brex users. **We recommend using an authenticator app (see examples below). Authenticator apps provide greater security than SMS, and can be used without a working cell network.** Brex doesn’t require installation or download of a browser extension to access your account. You should always exercise caution when installing browser extensions. **Note:** Brex will never call you asking for your 2-Factor Authentication (2FA) code or any one-time passcode. ## How it works When you sign in to Brex using 2FA, you’ll receive a prompt to provide a verification code in addition to your password. Brex offers two ways to receive a code: - **[Recommended]** Authenticator app (e.g., Google Authenticator, Twilio Authy, Okta, Duo, 1Password) - SMS text message Please read the relevant section below to either set up 2FA for the first time or switch from one method to the other. **Note:** If you’re using SSO as your preferred sign-in option, you won’t need to complete 2FA during sign-in. ## Setup **Note:** When setting up 2FA, step-up authentication may open a pop-up window to confirm your identity. Make sure pop-ups are allowed for the Brex dashboard, or 2FA setup may fail. **Step 1:** Download an authenticator app. - Google Authenticator: [iPhone](https://itunes.apple.com/us/app/google-authenticator/id388497605?mt=8/), [Android](https://play.google.com/store/apps/details?id=com.google.android.apps.authenticator2&hl=en/) - Twilio Authy: [iPhone](https://apps.apple.com/us/app/twilio-authy/id494168017/), [Android](https://play.google.com/store/apps/details?id=com.authy.authy&hl=en/) - Okta: [iPhone](https://apps.apple.com/ca/app/okta-verify/id490179405),[ Android](https://play.google.com/store/apps/details?id=com.okta.android.auth&hl=en_US&gl=US) - Duo Mobile: [iPhone](https://apps.apple.com/us/app/duo-mobile/id422663827https://apps.apple.com/us/app/duo-mobile/id422663827),[ Android](https://play.google.com/store/apps/details?id=com.duosecurity.duomobile&hl=en_US&gl=US&pli=1) **Step 2:** After downloading your app of choice, ensure that your device's date and time settings are configured to _Automatic_ mode. Authenticator apps generate 2FA codes using the current time on your device, so if the time is set incorrectly, the wrong code will be generated. **Step 3:** Click your company name at the top left of your dashboard and go to _Personal settings > Security and privacy._ **Step 4:** Under _Personal_, find _Two-factor authentication_ and click _Change method_. **Step 5:** Choose _Authenticator app_ and click _Continue_. **Step 6:** Open your authenticator app and use it to scan the QR code, then click _Continue_. **Note:** If you can’t scan the QR code, choose manual entry on your app, and enter the code shown on the screen. **Step 7:** Enter the six-digit code from your authenticator app and click _Continue_ (the code typically expires after 30 seconds). **Step 8:** Copy or download the recovery codes and save them in a secure place, then click _Continue_. Once 2FA is enabled, it cannot be disabled. **If you ever lose your phone, you can use your recovery codes to sign in to Brex. Each recovery code can be used once.** If you do not have access to your recovery codes, you can contact your admin to receive a one-time recovery code via email. **We strongly recommend using an authenticator app, as this provides greater security and does not require a working cell network to use. However, if you prefer to use SMS messaging, please follow these instructions. Step 1:** Click your _c_ompany name at the top left of your dashboard and go to _Settings_. **Step 2:** Under _Security and privacy_, find _Two-factor authentication_ and click _Change method_. **Step 3:** Choose _Text Message_ and click _Continue_. **Step 4:** Enter the phone number you want your code sent to and click _Continue_. This phone number will replace any existing phone number on your account and will be used for customer communications and fraud prevention moving forward. **Step 5:** Enter the six-digit code sent to your phone number and click _Continue_ (the SMS code will typically expire after three minutes). **Note:** Once 2FA is enabled, it cannot be disabled. **If you don’t receive your SMS code, your admin can generate a one-time recovery code via email.** ## Reset 2FA If your 2FA code has stopped coming through, you or your admin can reset your 2FA method Please contact your Brex admin to reset your 2FA. If a member of your team is unable to access their account as their phone number has changed, admins have the ability to send a 2FA recovery code by email. To do so, please follow the steps below: **Step 1:** In your Brex dashboard, go to _Teams._ **Step 2:** Click on the user who needs to have their 2FA reset. **Step 3:** Click _User actions_ > _Send 2FA recovery code_ > _Send code_. This will send an email to the address your employee has on file that includes the recovery code and instructions to reset their 2FA settings. This code will only be valid for 2 hours. To complete the 2FA reset and to ensure that their 2FA is reset moving forward, the user will need to follow the setup steps listed above. --- ### [Submitting bank statements for your credit limit](https://www.brex.com/support/bank-statement-underwriting) Statement underwriting is an alternative way for us to underwrite your account limit if you cannot/choose not to connect your bank account. It involves downloading a statement from your bank and manually uploading it to Brex. ## Overview Statement underwriting is an alternative way for us to underwrite your account limit if you cannot/choose not to connect your bank account. It involves downloading a statement from your bank and manually uploading it to Brex. We’ll then base your limit off of the account balance reflected in the statement. We allow accounts to move to statement underwriting on a case-by-case basis, often for scenarios such as these: - Your bank is not supported by Brex. - You're having persistent issues connecting your bank to Brex. - You prefer not to connect your bank to Brex. You can also move to statement underwriting temporarily If you're having issues connecting your bank. ## Statements we can accept Before making the switch to statement underwriting, you’ll want to make sure that your bank issues statements in a format that we can accept. In order to be used for underwriting purposes, these statements should be: - **Complete**: Statements with missing pages will not be accepted. - **Unaltered**: No redacted info and markups such as highlighting or commenting. - **In PDF format**: Screenshots, spreadsheets, scanned copies, or activity reports will only be considered in exceptional cases. - **From business accounts only:** Personal bank accounts will not be accepted. - **From domestic bank accounts only** and with funds denominated in USD. Outside of standard bank statements, we also accept these formats: - Consolidated statements (i.e. one single PDF that contains multiple accounts): - These will be accepted as long as each account satisfies our general guidelines. - Certificates of deposits: - These are also accepted as long as their maturity is <1 year old. ## Getting started If you qualify for a move to statement underwriting, our support team will need to set it up for you. Please reach out with the following documents, depending on your company type: **Note:** The minimum cash balance requirements and/or monthly sales requirements will also increase with this alternative option. ## Submitting statements Once you're approved for this alternative, we’ll email your Account and Card admins when we require them to upload statements. Once you receive a notification, you can take action by either tapping the notification directly or going to your dashboard to upload documents. **Step 1:** Click your name in the top left of the dashboard and select _Statements and documents_ **Step 2:** Select Bank Statements on the left pane > Add documents. **Step 3:** Click Upload documents to follow the prompts to upload new documents. Moving forward, you’ll use this same page in your dashboard to upload the most recent month’s statements. Please make sure to upload statements at the requested cadence. Since we base your limit on your company’s cash balance, we cannot maintain your credit limit if we don’t receive the required statements for an extended period of time. If you’re unable to connect your bank to your Brex account, we may instead ask you to manually submit statements. You can upload your most recent statements at any time by clicking your name in the top right corner of your dashboard > _Statements and documents._ **Note:** If this is your first time uploading statements for this bank account, you’ll be asked to upload the 2 most recent bank statements for your bank account(s). Moving forward, please continue uploading your statements to your dashboard in this location when requested. We’ll also send reminder emails to account or card admins with secure upload links. --- ### [Brex travel car bookings](https://www.brex.com/support/brex-travel-car-bookings) After enabling Brex travel on your account, all employees with access to travel spend limits will have the ability to book a trip. ## Booking a trip After enabling Brex travel on your account, all employees with access to travel spend limits will be able to book a trip. If provisioned by an account or card admin, employees may also use their employee card limit. Depending on the settings put in place by your admin, you might be able to use a personal card for bookings and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method. **Note:** Per our Platform Agreement, Brex travel can only be used for business-related travel. You cannot book Black car service or premium transportation—such as limousines, professional chauffeurs, etc.—using Brex travel. ### Rental cars **Step 1:** In your Brex dashboard or mobile app, click _Trips_ > _Add new trip_ (if there is no existing trip) or _Add booking_ (if there is an existing trip). Go to the _Cars_ tab_.._ **Step 2:** If you want to book for a guest (an individual who isn’t a member of your Brex account), change _Booking for myself_ to _Book for a guest_ using the dropdown arrow. **Step 3:** Go to the _Cars_ tab and fill in the trip details, such as location and dates. **Step 4:** Select your limit under the _Book with_ dropdown menu and click _Search._ **Note:** If there is no travel spend limit listed, click _Request a spend limit_. Once your request is approved, you can use that spend limit to book travel. **Step 5:** Search by places, cities, and more. Fill in the required fields. Checking the box _Return to the same location_ will make the dropoff location the same as the pickup location. **Step 6:** Click _Select_ on the car you want. Review your booking details including the car’s cancellation policy and loyalty. If you choose to book on behalf of a guest traveler, fill out their information here. **Note:** The payment method entered at checkout is used only to secure the booking. Actual payment will be taken at the time of pickup. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method. **Step 7:** Select _Reserve_ to confirm your car booking. Once your car is booked, you can add a flight and/or hotel to your trip by clicking _Add another reservation to the trip._ **Disclaimer:** _Rental agencies require that the primary driver of the rented vehicle present a physical credit card for payment that matches the driver's name as it appears on their license. Therefore, car rentals cannot be paid with a credit card at the time of booking and drivers should plan to present their credit card, issued in their name, to the rental agency at pickup. Rental agencies will typically place a hold on the card for the cost of the rental, plus any insurance. Contact your rental agency to find out about any additional costs. If you choose to book a rental car with a personal card, we recommend using a personal credit card instead of a personal debit card. If you book with a debit card, a hold could be placed on your card or it could be denied based on the rules of the rental agency. If you do book with a debit card, please ensure that you review the terms and conditions as well as confirm that the funds linked to your debit card can cover the entire booking._ Brex does not provide rental car insurance. If you pay for a rental with an eligible Brex Mastercard, you may be eligible for Mastercard’s MasterRental Insurance Coverage. This coverage is offered and administered solely by Mastercard, not Brex. For full eligibility requirements, exclusions, and claim instructions, see [Mastercard’s MasterRental Insurance Coverage](https://www.brex.com). ### Rideshares Brex offers connections with the popular rideshare apps Lyft and Uber within our mobile app. These connections enable you to quickly request rides alongside viewing your trip details. **Step 1:** In your Brex mobile app, select _Trips_. On your day of travel, find and select your current trip. **Step 2:** Select either Uber or Lyft for your ride. Once your preferred application is selected, the rideshare app will open, where you can view ride details and request a ride. ## Comparing Prices To compare prices, you can filter by the car rental company that you would like to compare. Select the same pickup and drop off time. Wait until checkout, at which point prices will be updated, to compare. ## Viewing booked trip details You can view upcoming and past trips you’ve booked in your Brex dashboard or app. Outside of your own personal trips, managers can also view trips they manage as a spend limit owner in the dashboard, while account, card, travel admins, and any other users with the [specific product capability](https://www.brex.com) can view all booked trips across your organization. You can view your upcoming and past travel arrangements in your dashboard under your _Trips_ tab. Use the filters at the top of the page to help you find a specific trip. If you’re an account, card, travel admin, spend limit manager, or a user with the [specific product capability](https://www.brex.com), you’ll have additional search options such as trips by user. When you find the trip you’re looking for, click on it for additional details. Account, card, travel admins, and any other users with the [specific product capability](https://www.brex.com) can view reports by clicking _Reports_ from within the _Travel_ tab, then click _Travel_. This includes information about booked travel spend, and policy compliance. You can view your travel arrangements in your Brex app by tapping _Trips_ at the bottom right of your screen. Tap between _Upcoming, Drafts, Past,_ and _All_ to view trips in different statuses. ## Travel policy rules and management Your policy is a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex. Policy admins can set up spending rules that flag travel-related merchant and category expenses (such as car rental) for review if they’re over a certain amount. Admins and any other users with the [specific product capability](https://www.brex.com) can customize rules. ### Specify maximum spend _Specify maximum spend_ under the car rental policy allows account, card, and travel admins to set the average daily rate, including taxes and fees, that will trigger a review. Maximum spend rules can be configured by toggling the _Specify maximum spend_ button on. Example: Car rentals costing more than $100 a day will require the expense to be reviewed. ### Specific vehicle classes Set the type of car rental that, when booked, will trigger the expense to be reviewed. _Car class_ can be used to define a travel policy. Car classes include economy, mini, compact, mid-size, standard, premium, luxury, sport, pickup, and many more. You can also exclude allowed car class rules. Example: Car rentals in which the car class is not one of "economy," "standard," "mini," "compact,” or "mid-size" will require the expense to be reviewed. ## Manage policy **Step 1:** Create a policy. **Step 2:** Under _Add categories_, click _Car rental_ > _Customize_. **Step 3:** (Optional) Select the _Booking policy enforcement_ - **None:** There will be no users on the booking approval chain. - **Notification:** Users in the approval chain will be notified of out-of-policy bookings. They will be able to cancel those bookings if needed. - **Approval:** Users in the approval chain will be asked to review out-of-policy bookings. If not approved, the booking will be automatically canceled after a few hours. **Step 4:** (Optional) Toggle _specify maximum spend_ and enter the dollar amount. **Step 5:** (Optional) Toggle _specify vehicle class_ and choose whether you’d prefer a compact, standard, convertible, economy, full size, luxury, mid size, mini, or minivan. **Step 6:** (Optional) Toggle _maximum spend limit outside of Brex travel_ and enter the dollar amount of expenses equal or above the amount you entered to require review. **Step 7:** (Optional) Toggle _specify by merchant_ and enter the merchant name in the dropdown. Choose between _Allow_ or _Review_ under the smaller dropdown. Under _What about all other merchants?_ select either _Review_ to require review for all other spending, or _Allow_ to allow spending with other merchants in this category. **Step 8:** (Optional) To add a note, enter in your note in under 250 characters or less. **Step 9:** Click _Update & review_ > _Next_ > _Save_**.** ## Modifying trips ### Change rental cars If you need to make a change to your rental car reservation, cancel your existing booking and make a new one. **Note:** Changes can no longer be made through Brex once you have picked up the rental car. If you need to make a change to the reservation after pickup date/time, please contact the rental car provider directly. ## Canceling your trip **Note**: You cannot transfer your booked arrangements to another person. Most rental car reservations are not paid until pickup and, unless otherwise stated, can be canceled prior to pickup without penalty within your Brex app or dashboard. If you need to cancel your rental car booking on or after the pickup date and time, please contact the rental car provider directly. If you can't cancel your rental car on your own, or if you’d like help from a travel agent, please contact Brex travel support. --- ### [Brex Community](https://www.brex.com/support/brex-community) Brex Community is a platform where all Brex users can connect in one digital space. It was built to foster customer connections and provide a space for customers to share feedback with Brex. Your engagement will help us identify areas of improvement and ensure that the platform is a valuable resource for customers like you. ## Overview Brex Community is a platform where all Brex users can connect in one digital space. It was built to foster customer connections and provide a space for customers to share feedback with Brex. Your engagement will help us identify areas of improvement and ensure that the platform is a valuable resource for customers like you. ## Register for Brex Community Any active user on a Brex account can join the Brex Community by following these steps: **Step 1:** Go to [Brex Community](https://community.brex.com/register) and click _Register_ in the top right. **Step 2:** Fill out the registration form using the email address associated with your Brex account. **Step 3:** Once you complete the registration form, your community profile will be confirmed within one business day. ## Using community support Our [support forum](https://community.brex.com/category/support/discussions/support-forum) is a great place to find tips for using Brex, and our [community](http://community.brex.com) can be a helpful resource for answering questions. **Note:** When participating in the Brex Community, please remember to communicate kindly and respectfully. ## Community discussions The Brex Community discussion forum is a space where you can connect with other Brex customers. By participating in the community, you can seek answers to your questions or offer up your own experiences, insights, and solutions. If you want to go a step further, consider joining [Brex Blazers](https://www.brex.com), our customer advocate program. ## Posting ### Creating a new post Before you post, you can use the search feature to see if your question has already been asked and answered. If you do find an existing post about your question, feel free to share your own experience to help other community members. If you can’t find any existing threads about your topic, you can create a new post by following these steps: **Step 1:** Draft a clear and concise title that summarizes your issue or question. **Step 2:** Provide detailed information in the body of your post. Include relevant context, steps you've taken, and any error messages. **Step 3:** Use [our recommended formatting](https://community.brex.com/kb/using-the-community/contributing-to-the-community/4) to enhance readability. Bullet points, numbered lists, and code formatting can be helpful. **Step 4:** Respond promptly to any follow-up questions or requests for clarification from other users or moderators ### Using @ mentions The community supports two types of @mention capabilities — **user mentions** and **content mentions** — that let you tag other community members and community content within a post. You can use a content mention to link specific posts within the body of a message. This lets you embed a link to other community content quickly. **Step 1:** Type the @ symbol and any keywords in the subject or body of the message you want to link to. You can enter multiple words, so long as all words are in the subject and/or body. **Step 2:** As you type, search results appear in the pop-up. Click on the entry you want to tag. ![HC - Brex Community 01](https://brand.brex.com/transform/8dce8f29-cc7a-4f87-9207-821b3816ebb0/HC-Brex-Community-01) **Step 3:** When you select an item in the list, the post’s subject is highlighted with a hyperlink in the body of your message. **Note:** When content is mentioned in posts, authors are sent email notifications. User mentions let you call out specific users in your post and invite them to join the conversation. Here is how to @mention a user within a post: **Step 1:** After you click _Reply_, type the “@” symbol followed by their username. For example, to mention the admin, type “@admin.” **Step 2:** A pop-up menu appears with matching names as you type. You can continue typing the name or select a name from the list. **Step 3:** If successfully entered, the mentioned username will be written in blue text. ![HC - Brex Community 02](https://brand.brex.com/transform/edc3a65e-b0f8-403d-b917-4f6898b8be4c/HC-Brex-Community-02) **Note:** When users are mentioned in posts, they receive an email notification. ### Tags and labels Be sure to tag your post with relevant labels. This helps others locate your post and ensures it's seen by those who can help. If you can’t find a relevant tag, you can use the [suggestion box](https://community.brex.com/category/suggest/ideas/suggestion-box) to let us know and we may be able to make it available in the future. ### Monitoring replies and notifications By [enabling notifications](https://community.brex.com/kb/using-the-community/follows--notifications/6), you’ll receive updates when someone replies to your posts or relevant discussions. To make sure you don’t miss anything, you’ll want to regularly check your inbox for private messages or updates on your threads. ### Closing the loop Once your issue is resolved, it’s helpful to update your post and include the resolution in case others have similar issues. If any community members tried to help, we encourage you to acknowledge them. A positive community encourages collaboration! ### Reporting issues and feedback You can report any issues with the support forum either from within the forum or by sending the community moderator a message. If you have suggestions for improvement, let us know in the [suggestion box](https://community.brex.com/category/suggest/ideas/suggestion-box). Constructive feedback helps the community platform evolve and meet everyone’s needs. ## Making suggestions We strongly encourage you to use the Brex Community [suggestion box](https://community.brex.com/category/suggest/ideas/suggestion-box) to submit your ideas, feedback, and suggestions for improving our products, features, and community. Your input is invaluable! When submitting your suggestion, please use the same guidelines as you would when posting in the Brex community. This includes checking to see if a similar suggestion already exists and tagging your suggestion with relevant labels. Please be specific about your idea and why it will enhance the product experience. You can also read suggestions from other community members and provide constructive feedback. If you find an idea interesting, you can express this using the voting feature. --- ### [Policy Rule Builder](https://www.brex.com/support/policy-rule-builder) Brex’s Policy Rule Builder is our powerful yet easy-to-use policy solution for creating, managing, and automatically enforcing these policies across your company. ## Overview A **policy** defines the rules your employees must follow when spending company money -—including what’s allowed, what needs approval, and what documentation is required. Brex’s Policy Rule Builder is our powerful yet easy-to-use policy solution for creating, managing, and automatically enforcing policies across your company. Admins have the flexibility to create dynamic rules based on factors such as amount, expense type, role, merchant, and more. These rules are intelligently enforced right at the point of spending, ensuring control and compliance in real time. Account, card admins, bookkeepers, and any other users with the [specific product capability](https://www.brex.com) can manage all of the following under _Cards and limits > Manage policy_ in your Brex dashboard. **Note:** This feature is currently in early access. You may still have access to legacy policies. For more information or assistance, please see [this article](https://www.brex.com). ## How policies are structured Policies are organized into sections that allow you to apply groups of rules to different types of spend, such as spend limits. This makes them easy to understand, easy to manage, and scalable as your company grows. ### Default There will always be one policy section configured as the Default section. The default policy applies to any spend that is not associated with a spend limit (bills, reimbursements that do not require a spend limit) and any spend that is associated with a spend limit pointing to the Default section. You will have the option to update any policy to “default” by clicking into the Policy and toggling on _Set as default._ ### Custom sections These are optional, targeted rule groups you create for specific use cases - like stipends or benefits. Each section is a distinct set of rules. If you point a spend limit to a policy section, all expenses associated with that spend limit will use the associated rules in that section. **Example:** In your _Stipend policy section, you can require no receipts, no memos, and no approvals to apply to all Stipend related spend limits, even_ though the _Default_ policy only requires manager approval. If you choose, you can add custom rule groups to apply rules for specific cases. ## Create or edit a policy When you're ready to set up your policy, you have two starting points: #### Option 1: Use a preconfigured policy For new customers who haven’t set up policies yet, you can get started with a pre-configured policy that includes common rules for receipts, memos, approvals, and spending amounts. This is Ideal if you are looking for a quick setup with basic guardrails. #### Option 2: Build a custom policy with the Policy Rule Builder The Policy Rule Builder gives you complete control to customize how spend should be handled across your organization. You can create rules in _Default_ and add custom sections like "Travel" or "Benefits" - all in one streamlined interface. You can: - Write rules once, apply them across all relevant spend types. - Update rules in one place, and they automatically update everywhere. - Avoid duplicating policies as your org structure evolves. You can manage and publish your policy under _Cards and limits_ > _Manage policy_ in your Brex dashboard. ## Set up policy rules You can use our Policy Rule Builder to create flexible rules that follow **if-this-then-that** logic. Each rule is made up of two key parts: ### 1. Expense condition (the “if”) This is the **“if”** part of your rule - the criteria that an expense must meet. You can set simple or complex conditions using attributes like amount, expense category, vendor, employee role, or custom fields from your HRIS. Examples: - If an expense is over $50 _(Note: You can define the currency directly within the field on a per rule basis)_ - If an expense is a Meal - If an expense is a Meal over $50 made by an Executive - If a Vendor is AWS and the expense type is Bill Pay - If a Workday field = Intern and the category is Client Entertainment You can also customize your policy rules specifically for purchasing cards (P-cards) or employee cards. If you have P-cards enabled, you can: - Target individual P-card limits: Set unique approval requirements, memo rules, or receipt thresholds for specific P-cards. - Filter by card type: Apply rules broadly to all purchasing cards or employee cards at once using the card type filter. ### 2. Action (the “then”) This is the **“then”** part of your rule - what happens when the condition is met. These are automatic enforcement steps that Brex will apply in real time. Examples: - Require approval from a specific reviewer - Require employees to add attendees - Require a receipt or memo - Block transaction entirely - Require accounting field that is Location - Note: Once created in your [Field Library,](https://www.brex.com) the visibility for the accounting field must be set to All users. You can create multiple rules within any policy section. Rules are highly customizable and can be adapted to different spend types, employee roles, or business scenarios. _**Example**: You want to create a rule where all AWS bills need to be reviewed by the Head of Engineering, while all other vendors should follow the standard Bill Pay workflow. You can structure that rule:_ Expense Condition: - **If** vendor = AWS - **And** expense type = Bill Action: - **Require** memo - **Require** approval from Jane Brown Now, every AWS bill will require a memo, and be automatically routed directly to Jane Brown for review. _**Example**:_ You want to enforce stricter documentation and routing for client meals over $100, while keeping team meals more lightweight. Here’s how you could set that up in your policy: Expense Condition: - **If** expense category = Client Meal - **And** amount > $500 - **And** employee level = Manager or above Action: - **Require** listing of all attendees - **Require** an itemized receipt - **Require** approval from John Smith ![YouTube Video](https://youtu.be/9NENRvebDu4) ## Manage expense policy merchants and category rules To block or unblock a merchant for your company’s expense policy as an admin, follow the steps below: **Step 1:** In your dashboard, go to _Cards and limits_. **Step 2:** Click _Manage policies_ and select the applicable policy. **Step 3:** To block or allow transactions by merchant, you can set up merchant controls by navigating to _Blocked merchants > Add rules_. From there, select your desired rule type: Merchant name, Merchant categories, or Merchant category code (MCCs). To remove a blocked merchant, edit the same rule and uncheck the merchant. **Step 4:** Click _Save rule_ and _Publish Policy_ to save your changes. When you add a merchant restriction to a policy, it applies automatically to all cards and spend limits under that policy. ## How rules are evaluated Every time an employee spends using our platform - whether it’s a card swipe, reimbursement, or bill pay - the Policy checks which rules apply and automatically enforces them in real time. Here’s how it works: 1. Brex evaluates two rule sources: 1. Default rules: These rules apply to all spend if no spend limit is associated 2. Section-specific rules: These rules apply based on the spend limit associated. Spend limits can point to any rule section, including the Default rule section. 2. Brex then enforces the appropriate actions: 1. Who needs to approve it 2. What documentation is needed (like receipts or memos) 3. Whether to flag or block 3. If multiple rules match in the same Section: 1. The last rule wins (overrides earlier ones) 2. Rules that depend on a custom field (for example, Project code) only apply when that field is set to Required in your policy. You’ll see the warning, _This will only apply when is required_. 3. If your accounting integration auto-populates the field, you must still add a rule that requires this field so the policy is properly evaluated. ##### _Example: Why rule order matters_  In your _Default_ Section, you have the following rules: rule → Require a receipt for any expense over $75. Rule 1: Require a receipt for any expense over $75. Rule 2: If expense is over $100 → require Manager approval Rule 3: If expense is over $500 → require Manager + VP approval Now, an employee books a $600 flight. If Rule 2 is listed after Rule 3, Brex applies the first match it sees and only sends the expense to the Manager. If Rule 3 is listed last, Brex applies the more specific logic and routes it to both the Manager and VP. In this case, the expense would require a receipt (since it’s over $75) and be sent to both reviewers (since it’s over $500). Always place more specific rules lower in the list so they’re evaluated correctly. ### When rules are re-evaluated: We’ll automatically re-check and apply updated rules if: - The policy changes before the expense is approved. - The employee updates the documentation (adds a missing memo or receipt). - Any field that affects the rule (like amount, role, or expense type) is edited. ## Applying a policy You can select a new policy section when you create/edit a spend limit or request type. ![policy canvas #2](https://brand.brex.com/transform/c661e40c-5bf0-4fa5-bd9d-bef32c5be65c/policy-canvas-2) ## Archived policies As part of simplifying your policy experience, the new Policy Rule Builder no longer supports archiving policies. In the legacy experience, archived policies prevented new spend limits from referencing these policies; however, the policies remained active for any spend limits currently pointing to them. When your policy configuration experience is migrated to the new Policy Rule Builder experience, any previously archived policies with active spend limits referenced will continue to enforce rules for those existing spend limits, and will be fully visible alongside your other policies. We recommend reviewing these policies after migration to confirm their rules still reflect your intent, and consolidating or updating them as needed.