Brex for NetSuite

Overview

All plans

Brex for NetSuite refers to Brex’s Netsuite integration for paying bills with Brex cards. For more information on the Netsuite accounting integration, please read this help article. Brex for NetSuite simplifies accounts payable with integrated virtual Brex cards, helping you maximize rewards, optimize your credit line, enhance cash flow, and ensure 100% reconciliation—all seamlessly within NetSuite. There are three key benefits to using Brex with NetSuite accounts payable:

1. Streamline payments by integrating Brex cards directly into NetSuite accounts payable: Access Brex cards directly within NetSuite and automate vendor bill payments with virtual cards, eliminating manual steps and accelerating procurement.
2. Enhance control and compliance: Ensure complete control and compliance by creating unique virtual cards for each invoice or vendor, helping you reduce errors and mitigate unauthorized transactions.
3. Optimize cash flow and savings: Boost financial flexibility and cost savings with extended credit to maintain cash flow, expedited payments to secure vendor discounts and Brex rewards.

Getting started as a NetSuite admin

Set up bill syncing in Brex

Step 1: If you haven’t set up the NetSuite accounting integration yet, click your name in the top right > Integrations > NetSuite > Connect and follow the prompts. If you see Manage instead of Connect, skip to Step 3. Step 2: Click Accounting > NetSuite settings. Step 3: Under Bill pay configuration enable Sync bills automatically. Afterward, click Refresh integration to sync your latest account categories. Note: Once enabled, when you add a new vendor, suggestions will populate from your ERP. You can read more about this here.

Install Brex for NetSuite

A NetSuite admin can install Brex for NetSuite by following the steps below. You only need to do this one time, for your team’s NetSuite account. Step 1: Log into your NetSuite account. Step 2: Go to Customization > SuiteBundler > Search & Install Bundles and search for “Brex.” Step 3: Install the Brex Bill Pay bundle.

Getting started as a NetSuite accounts payable user

Set up bill approval permissions in Brex

To use the integration, your Brex account needs permission to approve bill payments, which Brex admins enable by following these steps. If you aren’t an admin, ask your Brex admin to perform them for you. Step 1: Sign into your Brex dashboard and go to Team. Step 2: Click on your name to access permissions for your account. Step 3: In the right side panel, under Roles & Access > Configure permission, do the following:

1. Turn on Manage bills.
2. Check mark Approve payments.

Connect your Brex account to NetSuite

You can connect your Brex account from within NetSuite using the steps below: Step 1: Log into your NetSuite account. Step 2: Go to Transactions > Payables > Pay Bills with Brex Cards. Step 3: If prompted to Connect to Brex, click the button and sign into your Brex account. Note: You’ll only need to do this once every 90 days. Once you’ve connected to Brex, a list of your open bills will appear in NetSuite. These are bills that are approved and ready to be paid.

Learn which of your vendors accept card payment (optional)

If you send a list of your vendors in CSV format to your Brex account representative, they’ll help you identify which of your vendors accept card payments. Make sure you include your vendor names and annual spend amount in this list. Refer to NetSuite’s documentation to learn how to pull this information.

Set up your vendors

Set up these 4 new vendor-level fields for each vendor who you want to pay using virtual cards. You can set up the fields in the Pay Bills with Brex Card page or in each vendor’s page under the Brex payments tab.

1. Vendor payment method:
   1. Set this to Brex card for each vendor who you want to pay using virtual Brex cards.
   2. You can also set this to Not Brex card for vendors that you want to exclude from appearing in the Pay Bills with Brex Cards.
2. Vendor card delivery method:
   1. If the vendor accepts credit card details via secure email, select Email to vendor.
   2. If the vendor requires you to enter credit card details in a payment portal, select Enter in portal.
3. Vendor card payment email: If you selected Email to vendor as the card delivery method, enter the email address where the card details should be sent.
4. Vendor payment URL (optional): If you selected Enter in portal as the card delivery method, you have the option to enter the URL of the vendor’s payment portal here. This will make it more convenient for you to find the URL each time you need to pay that vendor.

Coordinate Brex card payments with ACH or other payment methods (optional)

Brex for NetSuite uses a new Vendor payment method field, where the values Brex card or Not Brex card determine which vendors are eligible for Brex card payment. To pay a bill on the Pay Bills with Brex Card, you must tag the vendor with a Brex card payment method. If you already have a custom NetSuite field to track the preferred payment method for your vendors (e.g. ACH, check, card, etc.), we recommend writing a script to sync your existing field to the Vendor payment method field. For example:

• If an AP user chooses Card as the payment method using your existing custom field, then automatically update the Vendor payment method field to Brex card. (Also sync in the other direction: if an AP user chooses Brex card as the Vendor payment method, then update your pre-existing field to Card).
• If an AP user chooses any non-card payment method using your existing custom field, then automatically update the Vendor payment method field to Not Brex card. (Also sync in the other direction: if an AP user chooses Not Brex card as the Vendor payment method, then update your pre-existing field accordingly).

This approach integrates the new Pay Bills with Brex Cards page with your existing process. It helps make sure that the only vendors which automatically appear on the Pay Bills with Brex Cards page for payment are ones that you’ve already tagged for card payment.

Using Brex for NetSuite

Paying your bills with Brex cards

Step 1: In NetSuite, go to Transactions > Payables > Pay Bills with Brex Cards. Step 2: Select one or more bills that you wish to pay using Brex cards. You can filter or sort your open bills to identify the bills you wish to pay. Step 3: Click Pay selected bills. A confirmation dialog will appear. Step 4: Upon confirmation, we’ll generate a single-use virtual card for each bill. Each card’s spend will be limited to the amount of the bill. Step 5: For bills whose Vendor card delivery method is Email to vendor, we’ll securely email card details for each bill and the Brex payment status will update to Card sent to vendor. Step 6: For bills whose Vendor card delivery method is Enter in portal, the Brex payment status will update to Card ready. Click View card in the Card details column for each bill and copy/paste the card details into your vendor portal.

How bills automatically close

Once the vendor swipes the card and the card payment settles, we’ll change that bill’s status to Closed in NetSuite, and the bill will no longer appear on the Pay Bills with Brex Cards page. Credit card transactions typically take 1-3 business days to settle and can take longer in rare cases. To find bills whose cards were generated but not yet settled, you can filter on the Brex payment status column:

• Card ready: Means that the card is ready to enter in a payment portal, but the credit card funds have not yet settled.
• Card sent to vendor: Means that the card was emailed to the vendor via secure email, but the credit card funds have not yet.

How bills map to Brex entities

Bills paid via Brex for NetSuite will honor the same mapping between NetSuite and Brex entities that you established as part of configuring the NetSuite accounting integration. Card payments initiated from NetSuite will appear on your Brex bill for the corresponding Brex entity. If you have multiple entities that you want to pay bills in Netsuite with Brex cards, follow the steps below to set this up: Step 1: If you haven’t already, set up the Credit billing and Bill pay billing for each Brex entity by going to Team > Entity > Select entity > Credit billing / Bill pay billing settings.

Step 2: Go to Accounting > Fields & rules > Fields & mappings > Accounting entity to map the Brex entity to an accounting entity (NetSuite subsidiary).

Step 3: Go to Accounting > Fields & rules > Entity settings > Select entity > General ledger details to select a NetSuite Credit Card or Bank account type as the accounting entity’s accounts payable account.

Syncing new GL accounts to Brex

We automatically import GL accounts from NetSuite as part of setting up the NetSuite accounting integration. Each time you pay a bill using Brex for NetSuite, we tag the transaction in your Brex account with the appropriate GL account. If you add a new GL account to NetSuite, it will automatically sync to Brex so that you can pay bills for that GL account. Admins can also manually sync the categories as follows: Step 1: Sign into your Brex dashboard. Step 2: Go to Accounting tab and click NetSuite settings. Step 3: Click Refresh integration to sync the latest accounting categories.

View card and vendor details in Brex (optional)

If you complete the entire Brex for NetSuite workflow inside of NetSuite, we’ll carry the card details, vendor details, and transaction history over to your Brex dashboard. Whoever made the bill payments in NetSuite will act as the cardholder name in Brex, and we’ll tag each card as a One-time bill payment. Under Vendors in your Brex dashboard, each vendor to whom you paid a bill via card from NetSuite will have an entry. You can also view these payments from Bills in your Brex dashboard. Up until your vendor swipes the card, the bill will be in For payment. After they’ve paid, the bill will move to Complete.