You can create and assign a spend limit to a bill if you want to control or track your vendor spend. The spend limit will determine the policy of the bill. If a spend limit is not assigned, the general policy will apply.

Step 1: In your dashboard, go to Cards and Limits and click Create spend limit.

Step 2: Name: Add a recognizable name, like “Bill Pay.”

Step 3: Policy: Select a policy that should apply to the spend limit. Ensure the policy is eligible for bill pay.

Step 4: Members: Add in any employees who are likely to submit bill payments for approval, or who are in the approval chain.

Step 5: Set the limit amount and click Add limit flexibility > No limit if you want to approve any transaction amount for bill payments.

Now, your Bill Pay spend limit will appear when you create a bill.

Step 1: You can upload multiple invoices in bulk via the Bills tab > Upload invoices, or a single invoice via the Pay a bill. You can drag and drop an invoice to auto-populate the form via Brex AI, or enter the details manually.

Step 2: Fill out the remaining information, including the funding account you would like to fund the bill payment from, the date to send, and if it is recurring.

Step 3: Any user with a bill drafter permission will be able to draft bills. Once the bill is fully approved based on your bill pay policy, payment will be initiated automatically on the date the bill payment is scheduled on.

TIP: You can also forward bills directly from your email to a unique Brex email address assigned to your account. Find the email address by going to the Bills tab > Upload invoices. These invoices will appear under Drafts.

If you have an entity outside of the U.S. and you would like to pay bills in local currency, you can do so either by sending a local currency wire from your Brex business account, or by selecting a local funding source.

If you would like to use a local bank account for your bill payments of an entity, follow the steps in this article to connect a local bank account to Brex.

If the customer wants to select an entity for a bill, they can set up their entity for bill pay via Team > Entities. Once configured, they will see the new Entity dropdown field during bill submission.

If the customer uses NetSuite and wants to pay a bill via Brex card, they should do the followings (highly recommended)

1. Enable auto sync via Bills tab > Bill pay settings > NetSuite settings > Sync bills data. If disabled, it may lead to a discrepancy since the card transaction will appear in the card statement that gets exported to NetSuite but there will be no payment record against the Accounts Payable GL account.

2. Select a default GL account for the card payment via Accounting > Fields > Entity settings > Accounts payable. This GL account will be synced to NetSuite as "Account" of the bill payment by card.

If the customer uses an ERP that we don't natively support, they can create custom accounting fields and enter them while submitting the bill. They can create any custom fields (such as GL account, department, project code, etc.) via Accounting tab > Fields > New custom field (ensure "Bills" is selected for field visibility). These custom fields will be also included in the CSV export from Bills tab > Download if they want to manually import them into their ERP.