9. Set up accounting and third party integrations
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 donât see your integration, click on Donât 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, youâll 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. Alternatively, you can use Pro Access to invite your external accountant, see this Help Center article for more details.
To learn more about setting up your particular ERP, please visit:
Accounting Entity Setting
To finalize your set up, youâll 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 | Creidt card GL | Transactions completed before your statement due date. The most popular selection is some kind of âBrex Credit Cardâ GL account. This mapping will determine which account we put on the credit line of the journal entry. |
Accounts payable | ||
Creidt card GL | Transactions completed before your statement due date. The most popular selection is some kind of âBrex Credit Cardâ 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 âOther Receivablesâ 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 âOther Receivablesâ 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: âOther Incomeâ, âOther Gains and Lossesâ, 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: âOther Incomeâ, âOther Gains and Lossesâ, 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 GL | 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 GL | 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. | |
Intercompany reimbursements | ||
|---|---|---|
Intercompany reimbursements | ||
Intercompany payable | Accounts Payable, Other current asset, Other current liability | This will be the GL account that is credited on the child entities line of the advanced intercompany journal entry. |
Intercompany payable | ||
Accounts Payable, Other current asset, Other current liability | This will be the GL account that is credited on the child entities line of the advanced intercompany journal entry. | |
Intercompany receivable | Accounts Receivable, Other current asset, Other current liability | This is the GL account that will be debited on the paying entities line of the advanced intercompany journal entry. |
Intercompany receivable | ||
Accounts Receivable, Other current asset, Other current liability | This is the GL account that will be debited on the paying entities line of the advanced intercompany journal entry. | |
Intercompany card expenses | ||
|---|---|---|
Intercompany card expenses | ||
Intercompany payable | Accounts Payable, Other current asset, Other current liability | This will be the GL account that is credited on the child entities line of the advanced intercompany journal entry. |
Intercompany payable | ||
Accounts Payable, Other current asset, Other current liability | This will be the GL account that is credited on the child entities line of the advanced intercompany journal entry. | |
Intercompany receivable | Accounts Receivable, Other current asset, Other current liability | This is the GL account that will be debited on the paying entities line of the advanced intercompany journal entry. |
Intercompany receivable | ||
Accounts Receivable, Other current asset, Other current liability | This is the GL account that will be debited on the paying entities line of the advanced intercompany journal entry. | |
Set up Category and Merchant mappings
The Category and Merchant fields on your transactions are determined via expense data. Because we use a standard set of categories, they can easily be mapped to your GL accounting fields. We recommend mapping all Brex categories, as you cannot export expenses with uncategorized GL fields to your ERP.
Determining your mappings will happen when you first integrate your ERP, but you can also access them at any time through your dashboard.
Step 1: Go to Accounting > Manage accounting fields > Mappings and find the Mappings section.
Step 2: Click on the GL account section you want to auto-code to open the mapping creation section.
Step 3: Create each mapping by pointing the Brex category or Merchant to the correct GL account.
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.
Third party integrations
Existing Systems Integrations
Brex offers integrations to customers with existing expense or procurement systems. Through these integrations, customers can leverage Brex cards and populate transaction information to their already existing systems such as Concur, Workday Expense, and Coupa Expense.
Additionally, Brex offers interactions for virtual card creation to support existing virtual card systems such as CoupaPay and Conferma.
For more information, view the articles here: