Brex travel getting started

Add your general contact information such as gender, date of birth, phone number, address, passport or travel documents, Known Traveler Number, passport information, emergency contacts, etc.

Your name must exactly match the government-issued ID that you will use for your trip. This cannot be a nickname or preferred name. If you need to change the name used on your bookings, go to the Passenger section of your traveler profile.

Choose your flight preferences, preferred alliances, preferred airlines, cabin and seats, seat amenities, meal preferences, fare attributes, and alert notifications.

You can add your favorite loyalty program membership information across flights, hotels, and rental cars to earn loyalty points when booking on Brex travel. Add this information by following the steps below, and we’ll store it for future relevant bookings. Step 1: From your Traveler profile, go to Loyalty programs. Step 2: Depending on whether you want to add airline, hotel, or rental car loyalty numbers, click on the airplane logo, the hotel logo, or the car logo. Step 3: Click + to search for your loyalty program and enter your program number. Click Save.

You can add your TSA PreCheck Known Traveler Number (KTN) into your traveler profile to have it automatically added to applicable bookings made through Brex travel. Step 1: In your Brex travel profile, click Personal. Step 2: Enter your KTN number in the KTN/TSA-Pre field and save your changes. A KTN or Global Entry number can also be added post-booking, but must be added before check-in to reflect on your ticket. Note: The traveler information in your traveler profile must match the government-issued ID that you used with the US Department of Homeland Security application for the KTN. If not, your booking won’t reflect your TSA PreCheck.

You or your account copilot can enable or disable notifications related to trips and Brex travel by following these steps. Step 1: In your dashboard, go to Trips > Manage profile > Preferences. Step 2: In the Alerts section, check or uncheck the box beside alerts you do or do not want to receive. Any alert toggled on will also go to your account copilot. Note: By default, confirmation emails and flight notifications will be turned on.

You can add your bookings to Google Calendar, Outlook, Apple Calendar, Office 365, and Yahoo Calendar from the dashboard or app by following these steps: Step 1: Go to Trips or, after you’ve booked a trip, click Manage booking in your confirmation email. Step 2: Click the booking. Step 3: Under the Booked on date, click Add to calendar.

You can integrate Brex travel with Google Calendar to auto-add your bookings. Step 1: In your dashboard, click your name in the top right and go to Personal settings. Step 2: Go to Brex travel integrations > Connect to Google Calendar and click Connect. Note: If applicable, please make sure you’ve whitelisted the Brex Travel calendar in your Google API permissions.

In your travel spend limit request, you can provide a trip name, purpose of the trip, means of travel, destination, proposed departure dates, and a limit amount. Once the requested spend limit has been approved, you can begin booking.

Brex travel offers basic economy inventory in the US. Basic economy has the lowest fares in the economy cabin and comes with more restrictions than the standard economy fare. Although basic economy appears less costly, the cost of basic add-ons can sometimes equal or surpass standard economy fares. Typical restrictions of basic economy include but are not limited to:

• Seat selection
• Flight change/cancellation
• Priority boarding options
• Voluntary changes, including same-day changes
• Traveler status upgrades
• Restrictions surrounding carry-on luggage

Brex travel provides access to low-cost carriers such as Ryanair in EMEA, or Spirit and Frontier Airlines in the US. Ryanair, in particular, mandates that all bookings made through Brex travel be manually added and managed via the traveler's Ryanair profile in Ryanair’s mobile app or desktop page. This is required for online check-in. Ryanair flight modifications and cancellations will be processed via Ryanair and not through Brex travel support. Additionally, any changes or cancellations made through Ryanair may not show up in Brex travel. For more information, please contact Ryanair support.

When booking a prepaid hotel, your payment details will be sent to the hotel and you’ll be charged before your stay. How soon this charge is applied can vary between different hotels. A prepaid hotel room is charged at the time of checkout in Brex travel and excludes resort or other fees. If there are no ancillaries or extra charges for the room rate disclosed in the terms — like a resort fee, local tax, etc. — there will be no additional charges. If there are extra charges from the property, such as local taxes and resort fees, those may be collected upon check-in or checkout at the hotel. A credit card is still required at check-in for incidentals.

A pay at hotel room is charged at the hotel either upon check-in or checkout by the hotel and varies based on hotel policy. When this charge occurs is solely at the discretion of the hotel. A credit card tied to your spend limit is required to reserve the room through Brex but will not be charged prior to your stay at the hotel. You’ll need to give the hotel a physical credit card at the time of check-in for the cost of the room and incidentals.

Step 1: In your Brex dashboard or mobile app, click Trips to start a new trip. 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 Flights 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, select Request a spend limit. Once your request is approved, you can use that spend limit to book travel. Step 5: Select your flight type: round trip, one-way, or multi-city. Enter your search criteria, and click Search. To narrow or change your search results, use the filters at the top of the page. Select the flight you want to book by clicking on the price > Select. Step 6: Review your booking details, fill in Traveler details, Seat & Baggage selection, then select Next. If you choose to book on behalf of a guest traveler, fill out their information here. A popup may alert you that the travel you are booking is out of policy, is a separate ticket booking, or is nonrefundable. Continue on to review your booking. If necessary, you may need to select an out-of-policy booking. Step 7: Click Book flight to complete your booking. 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. Admins can also use your reward points to pay. Note: Airline loyalty points/miles cannot be used to book flights via the Brex travel platform. We recommend that you work directly with the airline to redeem loyalty points outside of Brex travel. Once your flight is booked, you can add a hotel and/or rental car to your trip by clicking Add another reservation to trip.

Step 1: In your Brex dashboard or mobile app, click Trips > Hotels to start a new trip. 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 Hotels 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 hotels, airports, cities, and more. Click View rooms to view specific details, room options, amenities, and hotel policy. Use the filter options to view only the rooms that match your preferences. Click Select on the one you want. Step 6: Review your booking details, including the flight’s cancellation policy, airline loyalty program number, and your traveler profile information. If you choose to book on behalf of a guest traveler, fill out their information here. Step 7: Select Confirm and pay to complete your hotel booking. 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. Admins can also use your reward points to pay (unless postpaid). Once your hotel is booked, you can add a flight and/or rental car to your trip by clicking Add another reservation to trip.

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.

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.

Step 1: In your Brex dashboard, click Trips > Rail. Step 2: Fill in the trip details, such as location and dates. Step 3: Select your spend limit under the Book with the 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: Click Select on the train you want > click Continue. Review your booking details. Step 5: Select Confirm and pay to confirm your rail 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.

The following cannot be booked using Brex travel:

• Black car service or premium transportation options
  • E.g., Limousines, professional chauffeurs, etc.

Follow the steps below to configure out-of-policy booking approvals in your dashboard once you have Brex travel enabled: Step 1: Go to Card limits > Manage policies and select your policy. Step 2: Click Edit policy > Continue. Step 3: (If not already added) Choose from any of the following, depending on the type of policy approval you want to implement:

• Add airline expenses
• Add car rental expenses
• Add lodging expenses

Note: We don’t yet support out-of-policy booking approvals for rail travel. Step 4: On the Brex travel category you want to add the rule to, click Edit. Step 5: Open the dropdown below Booking policy enforcement and choose from None, Notification, or Approval.

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 admin, card admin, travel admin, or spend limit manager, 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, and travel admins 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.

Once you’ve booked a trip through Brex travel, the trip details will populate in the airline carrier’s designated app a few hours (or potentially a few days) after the reservation is confirmed through Brex travel. To view your details in the airline carrier’s app, manually enter your name and confirmation number. If the trip doesn’t auto-populate, you can manually enter the details into the app. Make sure that you’re using the correct name and six-digit confirmation number that you entered into Brex travel when you booked your flight. Note: You may need to sign into your profile on your airline carrier’s app to see all trips associated with your name and confirmation number. If your flight does not show up for any reason, please reach out to Brex travel support.

We understand that unexpected changes can happen, but trip fees are generally nonrefundable. However, in the unlikely event of a ticketing failure, a refund will be issued for the trip fee. Note: Refunds cannot be provided in the form of Brex points. If the airline cancels the flight, we’ll refund the booking fee you incurred as part of your ticket purchase. This refund only applies when the airline initiates the cancellation, and not when you cancel your booking on your own accord.

If the reservation you’re canceling is refundable, you may be eligible for a full or partial refund based on the terms and conditions of the reservation. Contact the travel website or the airline/hotel directly for the status of your refund request. You may need to provide documentation, such as a confirmation number, booking details, and payment information to process the refund. The refund process can take several days or weeks to complete, however, the US Department of Transportation advises that airlines issue refunds within seven business days. If your reservation is nonrefundable, you may not be entitled to a refund. Nonrefundable reservations are typically less expensive than refundable ones, but come with stricter cancellation policies.