Brex travel car bookings

Booking a trip

After enabling Brex travel on your account, all employees with access to travel spend limits will have the ability to book a trip. 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 travel spend 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 > Cars. 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 spend 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 travel spend 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.

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, and travel admins can view all booked trips across your organization.

Travel policy rules and management

Policies are a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex. Essentials 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. PremiumEnterpriseSmart card Admins 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. Set the type of car rental that, when booked, will trigger the expense to be reviewed. Maximum daily rate in a specific currency can be used to define a travel policy. You can also exclude maximum daily rate rules. Example: Car rentals costing more than $100 a day will require the expense to be reviewed.

Allowed car 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.

Managing your policy

Step 1: Create an expense 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.