Brex Essentials: 7. Set up accounting

7. Set up accounting

Get integrated with your ERP
Set up Category and Merchant mappings
Accounting entity setting

Get integrated with your ERP
Set up Category and Merchant mappings
Accounting entity setting

Get integrated with your ERP

To integrate with your ERP like QuickBooks Online for the first time, follow these steps.

Step 1: On your dashboard, go to Accounting > Get started > Start.

Step 2: Select your integration from the list of options and press Continue. If you don’t see your integration, click on Don’t see your integration to enter manually or upload a CSV.

Step 3: Follow the prompts on the screen. After enabling token authentication and reviewing your connection, you’ll be redirected to the Accounting page in your dashboard.

Step 4: Click Get started at the top of the screen once the button turns orange, and click Set up your GL details.

Tip: Remember, you can invite your External Accounting teams to Brex by going to Team > Invite by Email and choosing the Bookkeeper role.

To learn more about setting up your particular ERP, please visit:

Set up Category and Merchant mappings

Category rules are a type of mapping whereby a particular Brex category is mapped to a category in a GL account that lives within your chart of accounts. They can be mapped for the following integrations: NetSuite, QuickBooks, Sage Intacct, and Xero.

Account admins, card admins, and bookkeepers can create these mapping rules by following the steps below.

Step 1: In your dashboard, click Accounting.

Step 2: Click Manage accounting fields and go to the Mappings tab.

Step 3: Click GL accounts to Brex categories to expand the section.

Step 4: Click the Add mapping button to map the categories.

Note: Custom accounting fIeld mapping rules and Custom field management are only available in our paid plans. For more information on what is included in your plan, click here.

Accounting entity setting

To finalize your set up, you’ll have to specify your General ledger details. Go to Accounting > Manage Accounting Fields > Mappings and click into the entity you would like to customize under Spending entity settings.

Account Setting Field	GL Account type	Notes
GL Account type	Notes
Account Setting Field
Accounts payable	Credit Card GL	Transactions completed before your statement due date. The most popular selection is some kind of “Brex Credit Card” GL account. This mapping will determine which account we put on the credit line of the journal entry.
Accounts payable
Credit Card GL	Transactions completed before your statement due date. The most popular selection is some kind of “Brex Credit Card” GL account. This mapping will determine which account we put on the credit line of the journal entry.
Card bank account	Bank Account GL	The GL account used by Brex to autopay your statements. This selection should be the GL account corresponding to the bank account you use to pay off your Brex card.
Card bank account
Bank Account GL	The GL account used by Brex to autopay your statements. This selection should be the GL account corresponding to the bank account you use to pay off your Brex card.
Card repayment receivables		The GL account used by Brex to accrue outstanding employee repayments. The most common selection here is a general “Other Receivables” GL account. This will only be applicable if an employee repays you for an expense. This GL mapping will determine which account Brex uses to accrue outstanding employee repayments.
Card repayment receivables
	The GL account used by Brex to accrue outstanding employee repayments. The most common selection here is a general “Other Receivables” GL account. This will only be applicable if an employee repays you for an expense. This GL mapping will determine which account Brex uses to accrue outstanding employee repayments.
Rewards credit		Credits earned by redeeming points will be synced to this GL account.The most common selection here is: “Other Income”, “Other Gains and Losses”, or some type of credit card rewards account. The only time this mapping is used is if you use points to pay off transactions.
Rewards credit
	Credits earned by redeeming points will be synced to this GL account.The most common selection here is: “Other Income”, “Other Gains and Losses”, or some type of credit card rewards account. The only time this mapping is used is if you use points to pay off transactions.
Reimbursement bank account	Bank Account	This might be the same as the GL account identified on the Card bank account; this field is for where you are paying your reimbursements from. This selection should be the GL account corresponding to the bank account you use to pay out reimbursements.
Reimbursement bank account
Bank Account	This might be the same as the GL account identified on the Card bank account; this field is for where you are paying your reimbursements from. This selection should be the GL account corresponding to the bank account you use to pay out reimbursements.
Reimbursement liability	Liability	This should be a GL account that will track accrued reimbursement liabilities. Reimbursements are accrued when they are approved but not yet paid out, allowing for custom payment cycles. This will only be applicable if you pay reimbursements daily, weekly, or monthly. This selection will determine the credit line GL account on your journal entries.
Reimbursement liability
Liability	This should be a GL account that will track accrued reimbursement liabilities. Reimbursements are accrued when they are approved but not yet paid out, allowing for custom payment cycles. This will only be applicable if you pay reimbursements daily, weekly, or monthly. This selection will determine the credit line GL account on your journal entries.