# 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 **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 right 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 right 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. --- ### [Syncing your bills](https://www.brex.com/support/syncing-bill-pay) If you use NetSuite, Quickbooks Online, Sage Intacct, or Xero as your integrated ERP, you can set up your bills to sync to your accounting platform. ## Overview If you use NetSuite, QuickBooks Online, Sage Intacct, Xero, or Dynamics 365 Business Central as your integrated ERP, you can set up your bills to sync to your accounting platform. Brex syncs the various fields depending on the ERP, either once the bill is approved in Brex or at bill creation, including bills that are marked as paid externally. See the section for your respective ERP below for a complete list. We do not retroactively sync past bills – any bills that were submitted for payment prior to the integration being enabled or fully set up will not be synced. If a bill is canceled and sent back to the draft state, any changes to the bill will not be synced until the bill is resubmitted. ## How it works Syncing a bill is different from syncing a card expense or reimbursement in that other expenses always populate in the accounting journal. In _Accounting, _you must prepare, review, and export them manually to your ERP or as a CSV file. Bills, however, are automatically synced to ERP directly without any intermediary steps. You can enable automatic bill synchronization in either the bill pay settings or the _Accounting/ERP settings_. When enabling this, you must specify at which point in your workflow bills should be synchronized. The available options are: - _Submitted:_ Bills will be synced as soon as they are submitted by a user. Any updates to the bill information prior to the scheduled payment date will be updated in real time. - _Approved:_ Bills will be synced as soon as they are approved and queued for payment. Any updates to the bill information prior to the scheduled payment date will be updated in real time. Vendors and bills are initially synced one-way from Brex to your ERP as soon as the bill is fully approved. If we do not find a vendor whose name matches the vendor name in Brex, we will create a new vendor in your ERP. The name is case-sensitive, and we search for an exact name match. Changes made to bills are continuously synced as long as the accounting period is still open in your ERP. The following are the editable fields that trigger a re-sync: - Invoice attachment - Invoice number - Spend limit - Memo - Due date - ERP posting date - GL accounts - Accounting fields ### Defining Accounts Payable (AP) Account To successfully sync a bill to your ERP, an Accounts Payable account must be defined for every bill created in Brex. The steps to define them will be different according to your ERP. Refer to your ERP below for the exact behavior: Business Central automatically links your bills to the Accounts Payable account of the chosen vendor. There's no need to set this account in Brex, as Business Central will use the vendor's associated Accounts Payable account when a bill is processed in Brex. For all bills synced to NetSuite, an Accounts Payable account must be defined in Brex. You can view the AP account in the bill pay form. To ensure automatic population when a vendor is selected, you can set a default AP account at the vendor level. Please verify that all AP accounts used are designated as _Accounts Payable_. Brex syncs bills to a general Accounts Payable account in QuickBooks Online and Sage Intacct, which also allows for custom Accounts Payable accounts. To sync Brex-generated bills to the general Accounts Payable account, leave the AP Account field in Brex empty. To customize the Accounts Payable account for Brex-generated bills, follow the steps below: **Step 1:** Create a new _Accounts Payable_ account in QuickBooks/Sage Intacct. Make sure this account is set to an Accounts Payable type. The sync will fail if it’s not an Accounts Payable type. **Step 2:** Refresh your integration in Brex by going to I_ntegration Settings > Refresh._ **Step 3:** Go to the Fields Library by going to _Bills > Manage Bill Pay Settings > Accounting Fields._ **Step 4**: Find the GL Account field and click _Configure_. On the _Visibility settings_, ensure the Bill icon is toggled on. **Step 5:** Your bill pay form now has a field called AP Account. This field allows you to input your preferred AP Account for the bill. Since all bills in Xero must be under the general Accounts Payable, Brex will automatically sync your bills to this account. You do not need to configure this setting in Brex. ## Syncing Bill Payments Brex supports syncing payments made in Brex back to your ERP. The payment syncs automatically and closes open bills that were created from Brex. If you enable automatic syncing, this feature is turned on by default. To successfully sync bill payments, you will need to set payment mappings to your [funding account](https://www.brex.com). You can do this by going to your _Accounting > Integration Settings > Payment Account mappings._ If you are paying your bills through a one-time virtual card or outside of Brex, you will need to set the _Accounts Payable_ and _Manual Payments GL Accounts_ under Integration _Settings > Entity Settings_. The _Accounts Payable_ account in this setting represents your credit card liability; it records transactions from your Brex card in your ERP. This is different from the Bill Pay Accounts Payable. It is recommended that you set a mapping to all the funding accounts you use for bill payments. The mapping determines the General Ledger that will be used for the payment information. The NetSuite integration with bill pay is a one-directional sync from Brex to NetSuite. This means that bills created in Brex will sync over to NetSuite. We sync both a bill and payment entity to their system and automatically link the two. If a bill is in the payment processed state, we’ll create an associated vendor payment for that bill. After the bill has synced successfully, you can open the bill’s details pane and go to _Accounting_. Here, you can click _View bill in NetSuite_ or_ View payment in NetSuite_ to view the corresponding bill/payment in NetSuite. We won’t sync edits made in NetSuite back to bills in Brex. When you edit in Brex and sync them over to NetSuite, it will overwrite the corresponding bill data in NetSuite. Please make sure you set the _Standard Vendor Bill_ and_ Standard Bill Payment _forms in NetSuite’s _Custom Transaction Forms _setting as preferred to avoid potential sync errors. **Note:** If a bill is marked as approved and paid in Brex but still shows as pending in NetSuite, check whether the bill's entity assignment in Brex matches the entity in NetSuite. Admins cannot change a bill's entity after it has been approved. The bill must be rejected and resubmitted with the correct entity. ### Fields synced - Vendor - If vendor name matching doesn’t detect an entry in NetSuite, we’ll create a new vendor with that name. - Bill - Invoice attachment - Invoice number - ERP posted date - Auto-populated from invoice date and synced as posting date of the bill - Due date - A/P account - Memo - Payment account - Line items: - Amount - Description - GL account - Location - Department - Class - Payment - Entity - Amount - Currency ### Setup instructions **Step 1:** In your dashboard, click_ Bills > Manage Bill pay settings._ **Step 2: **If you haven’t set up NetSuite yet, click _Connect accounting software _and follow the prompts. See [this article](https://www.brex.com) to get set up. **Step 3:** If you’ve already connected to NetSuite, click _Manage NetSuite_. **Step 4: **Toggle on _Sync bills_ and select the timing for syncing your bills: - Sync bills on approval - Sync bills on submission **Note:** Once enabled, when adding a new vendor, suggestions will populate from your ERP. More details can be found [here](https://www.brex.com). We sync bills to QuickBooks Online, as their bank feed integrations pull transactions from your connected Brex accounts and match them against the bill. After the bill has synced successfully, a customer can open the bill's details pane and go to the _Accounting_ section. Here, they can click _View bill in QuickBooks Online_ to view the corresponding bill in QuickBooks Online. We won’t sync edits made in QuickBooks Online back to bills in Brex. When you edit in Brex and sync it over to QuickBooks Online, it will overwrite the corresponding bill data in QuickBooks Online. **Note**: Bills for child entities in QuickBooks Online don’t automatically sync to QuickBooks Online if assigned to be paid by the child entity. You must manually upload these bills to QuickBooks Online via CSV. Bills assigned to be paid by the parent entity will sync to the parent entity in QuickBooks Online. ### Fields synced - Vendor - If vendor name matching doesn’t detect an entry in QuickBooks Online, we’ll create a new vendor with that name. - Bill - Invoice attachment - Invoice number - ERP posted date - Auto-populated from invoice date and synced as the date of the bill - Due date - Location - Memo - Line items: - Amount - Description - GL account - Class ### Setup instructions **Note**: Bills sync is available only to users of the QuickBooks Online Essentials plan or higher (Plus/Advanced). **Step 1: **In your dashboard, click _Bills > Manage Bill pay settings._ **Step 2:** If you haven’t set up QuickBooks yet, click Connect accounting software and follow the prompts. See [this article ](https://www.brex.com)to get set up. **Step 3:** If you’ve already connected QuickBooks, click _Manage QuickBooks_. **Step 4:** Toggle on _Sync bills _and select the timing for syncing your bills: - Sync bills on approval - Sync bills on submission **Step 5**: Open_ QuickBooks settings, _under _Sync payments _you can select: - All bill payments - None **Note:** Once you've enabled bill sync when adding a new vendor, suggestions will populate from your ERP. More details can be found [here](https://www.brex.com). The Sage Intacct integration with bill pay is a one-directional sync from Brex to Sage Intacct, where bills created in Brex will sync over to Sage Intacct. We sync both a bill and payment entity to their system, then automatically link the two. We’ll create an associated payment record for bills in the payment processed state. You can open the details window of a successfully synced bill and go to _Accounting >_ _View bill in Sage Intacct_ or_ View payment in Sage Intacct_ to view the corresponding bill/payment in Sage Intacct. We won’t sync edits made in Sage Intacct back to bills in Brex. When you edit in Brex and sync them over to Sage Intacct, it will overwrite the corresponding bill data in Sage Intacct. ### Fields synced - Vendor - If vendor name matching doesn’t detect an entry in Sage Intacct, we’ll create a new vendor with that name. - Bill - Invoice attachment - Invoice number - ERP posted date - Auto-populated from invoice date and synced as posting date of the bill - Due date - Memo - Payment account - Line items: - Amount - Description - GL account - Location - Department - Class - Payment - Entity - Amount - Currency ### Setup instructions **Step 1: **In your dashboard, click _Bills > Manage Bill pay settings._ **Step 2:** If you haven’t set up Sage Intacct yet, click _Connect accounting software _and follow the prompts. See [this article](https://www.brex.com) to get set up. **Step 3:** If you’ve already connected to Sage Intacct, click Manage Sage Intacct. **Step 4: **Toggle on Sync bills and select the timing for syncing your bills: - Sync bills on approval - Sync bills on submission **Step 5:** Click _Refresh integration_ to sync your latest account categories. **Note:** Once enabled, whenever you add a new vendor, suggestions will populate from your ERP. More details can be found [here](https://www.brex.com). The Xero integration with bill pay is a one-directional sync from Brex to Xero where bills created in Brex will sync over to Xero. We sync both a bill and payment to Xero and automatically sync the two. We’ll create an associated payment record for the bill. After the bill has synced successfully, a customer can open the bill's details pane and go to the Accounting section. Here, they can click _View bill in Xero_ to view the corresponding bill in Xero. We won’t sync edits made in Xero back to bills in Brex. When you edit in Brex and sync them over to Xero, it will overwrite the corresponding bill data in Xero. ### Fields synced - Vendor - If vendor name matching doesn’t detect an entry in Xero, we’ll create a new vendor with that name. - Bill - Invoice number - ERP posted date - Auto-populated from invoice date and synced as date of the bill - Due date - Memo - Line items: - Amount - GL account - Location - Department - Tracking categories ### Setup instructions **Step 1: **In your dashboard, click _Bills > Manage Bill pay settings._ **Step 2: **If you haven’t set up Xero yet, click _Connect accounting software_ and follow the prompts. Bill sync will be enabled automatically after connecting Xero. You can switch this off later on the Xero settings page. **Step 3: **If you’ve already connected Xero, click _Manage Xero_. **Step 4: **Toggle on _Sync bills _and select the timing for syncing your bills: - Sync bills on approval - Sync bills on submission **Note: **Bills sync is only available for five bills per month with the Xero Starter Plan. If your ERP isn't listed above, you can create custom fields that are visible for bills, enter those fields while submitting the bill, and export them into a CSV file that you can import into your ERP. Bill sync isn't available for QuickBooks Desktop, Workday, Oracle Fusion, or Dynamics 365 Finance & Operations. Some accounting platforms connect to Brex through a partner integration rather than a direct ERP connection. Bill sync availability depends on the partner: - **Campfire** and **DualEntry**: bills sync to your platform, and bill payments sync back. - **Rillet**: bills sync to your platform. Bill payments don't sync — reconcile payments in Rillet. - **Hanover Park**: bill sync isn't available. Use the CSV export described in _the "Unsupported ERPs" section_. ## Locally funded bill payments When a bill is paid using local rails (Airwallex), Brex creates an additional journal entry (JE) to reflect the funding “pay-in” that moves money from your bank account into the Airwallex (local rails) balance used to fund the payment. This JE is separate from the bill and the bill payment and is used to keep your general ledger in balance. **Accounting flow when a bill is paid in local currency:** - **Bill (BILL_EXPENSE):** _Debit_ expense GL; _Credit_ A/P. - **Bill payment (BILL_EXPENSE_PAYMENT):** _Debit_ A/P; _Credit_ Airwallex/local-rails account. - **Pay-in money movement (BILL_MONEY_MOVEMENT_PAYIN):** _Debit_ Airwallex/local-rails account; _Credit_ Bank account. **Notes** - The pay-in JE is only created for locally funded bill payments. It does not appear for card-funded or externally marked-paid scenarios. - Visibility and exact entity types vary by ERP (see below). ### Accounting software behavior for locally funded bill payments For bills created in Brex and paid via local rails: - Brex syncs a Vendor Bill and a linked Vendor Payment. - Brex also syncs a separate Journal Entry for the pay-in. This JE is not linked to the bill but will reference the batch/payment context in its memo for traceability. **Note:** In _Bills > [select bill] > Accounting_, use View bill in NetSuite / View payment in NetSuite to navigate to the bill/payment records. The pay-in JE will appear as a standard JE on the date the funds moved. - Brex syncs the Bill. Payments are typically matched via your bank feed; if Sync payments is enabled in Brex > _QuickBooks settings_, Brex will also sync bill payments. - No separate pay-in JE is created for locally funded bill payments in QuickBooks Online (single-entity behavior). Continue to match the bank feed transaction to the bill/bill payment. - Brex syncs a Bill and linked Payment. - Brex also syncs a Journal Entry for the pay-in (BILL_MONEY_MOVEMENT_PAYIN) in addition to the bill and payment. - Brex syncs a Bill and Payment. - No separate pay-in JE is synced for locally funded bill payments in Xero; only the bill and payment appear. ## Import purchase orders When you agree to purchase something, you might choose to issue a purchase order to the vendor. This is a legal document that outlines the purchase’s details. It’s normally issued upon purchase initiation but can be used to trace the entire lifecycle of the purchase, all the way up to payment and delivery. If you're on Premium or Enterprise and use NetSuite or QuickBooks Online, you can import approved purchase orders from your ERP into your Brex account. Imported purchase orders are matched to incoming bills using 2-way matching. For more on managing purchase orders in Brex, see [Managing Purchase Orders](https://www.brex.com). Upon import, these purchase orders will be matched to incoming bills. If there are any billing discrepancies, we’ll automatically inform you. Should you or an admin make any changes to the purchase order’s information, these changes will be reflected in your ERP. To enable this feature, follow the steps below. **Step 1: **Go to _Accounting_ > _ERP Settings_ > _Bill pay configuration_. **Step 2: **Next to _Import purchase orders, click Enable._ ![HC - Bill Pay & Expense Policies](https://brand.brex.com/transform/ef82486f-2aa9-47a3-933c-025f1e5ab9bc/HC-Bill-Pay-Expense-Policies) Purchase orders can now be matched to new bills. ## Troubleshooting None of your bill pay activity will appear in the accounting tab. All bill pay-related transactions are synced through the bill pay product, including virtual card payments. The virtual card payment will appear under your Card statement for the period. If you have a bank feed connection enabled in QuickBooks Online or Xero, you will see a list of all the transactions coming from your Brex accounts in QuickBooks Online or Xero. If you have bill pay sync enabled, you should match the payment transaction against the bill or bill payment that was synced from Brex bill pay. The bill sync from Brex will contain more granular data for record-keeping. The bank feed is not a replacement for the bill pay sync functionality. If you’re having trouble syncing a bill payment, please note the following: - We do not retroactively sync completed bills created before the integration is set up. - This is a one-way sync, meaning we only sync data from Brex into your external accounting platform. - Marking a bill as paid externally in Brex will sync the payment back to the ERP If a bill sync outright fails, you’ll see a banner at the top of the _Bills_ page with some information as to why it failed, and often a suggestion for how to fix the issue. You will also see a _resync bill _button once the issue blocking the sync has been fixed. You can dismiss this sync error by using the _Ignore_ button in the sync error banner. This action, which cannot be reversed, will change the ERP sync status to_ Out of sync_. When you cancel a bill on Brex, we move the Bill to Complete in a Canceled Status. You should make sure to delete the bill in the ERP, as Brex does not automatically delete bills in the ERP. If one of your bills has an error, a banner containing the error message will appear in _Bills > Sync errors_. Follow the provided steps to resolve the issue and resync the bill.