Expense filters

Overview

Below are all the filter options you can use in your dashboard’s Expenses or Wallet page. Note: Depending on your user type and the Brex products you use, some of these filters may not appear.

General

• Amount: Filter for expenses of a certain amount.
  • Input only a min value for “greater than.”
  • Input only a max value for “less than.”
  • Input both a min and max value to specify a range.
• Approval: Filter for expenses based on their current standing in the chain of approval.
  • Pending your approval: You’re currently up in the review chain. Other users might be able to approve this expense too.
  • Pending another approval: Other users are in the review chain before you, or you might not be in the review chain at all.
• Brex travel spend
  • Brex travel spend only: Filter for expenses generated by Brex travel bookings.
  • Brex travel spend excluded: Exclude Brex travel booking expenses.
• Request type: Filter for expenses that came from a specified request type(s).
• Spend limit: Filter for expenses that belong to a certain spend limit(s).
• Card’s last 4: Filter for expenses that came from a certain card(s).
• Department: Filter for expenses that came from a certain department(s).
• Expense owner: Filter for whose expenses to show.
  • Everybody: Show everyone’s expenses for the spend limits you are a part of. If you’re an admin this will be everyone’s expenses for every spend limit.
  • All my reports: Show everyone in your reporting pyramid’s expenses for the spend limits you are a part of.
  • My reports: Show only your direct reports’ expenses for the spend limits you’re a part of.
  • My own: Show only your expenses for the spend limits you’re a part of.
• Flagged expense: Filter for only expenses flagged by Brex’s AI.
• Merchant category: Filter for expenses from a certain merchant category(s).
• Transaction type: Filter for a certain type of expense.
  • Card expense: The expense came from a Brex-issued card.
  • Reimbursement: The expense came from a reimbursement request.
  • Repayment: The repayment came from either a card or reimbursement request.
  • Bill: The expense came from a bill pay request.
• Trip: Filter for expenses from a certain trip(s) booked through Brex travel.
• User: Filter for expenses from a certain user(s).
• Vendor: Filter for expenses from a certain merchant(s) or vendor(s).

Status

• Approval status: Filter expenses based on their current status of approval.
  • Submitted/Repayment requested: An expense is submitted for approval, but is currently either waiting on approval or is missing receipt/memos according to the expense policy.
  • Approved: An expense is approved and fully compliant with the policy, or has been approved by an admin with an override of the policy requirements.
  • Canceled: A reimbursement expense was canceled after being submitted or a card expense was declined at time of card swipe.
  • Denied / Pending repayment: A reimbursement or card expense was denied by a reviewer or is pending repayment.
• Dispute status: Filter for expenses that underwent a dispute/chargeback.
  • Closed: The dispute has been completed.
  • In progress: The dispute is currently ongoing.
• Payment status: Filter expenses based on their current status of payment.
  • Processing/Not paid: The expense’s payment is processing.
    • For card expenses, the card swipe is pending and hasn’t cleared yet.
    • For reimbursements, the funds are currently being sent to the employee.
    • For repayments, collection of funds from the employee is processing and hasn’t completed yet.
  • Declined/Failed: The payment for an expense failed. The expense details panel provides the detailed reasons why a payment failed.
    • A card expens’s payment was declined.
    • A reimbursement’s payment to the employee failed for a certain reason.
    • A repayment’s completion failed.
  • Completed: The card expense/reimbursement payment has completed.
  • Paid: The repayment has been paid to employees.
  • Chargeback: A chargeback was initiated for a card expense.
  • Cash advance: A cash advance was taken using a card.
  • Refunded: A card expense was refunded.
  • Refunding: A card expense’s refund is in progress.
  • Awaiting payment: Money movement has not yet begun.
    • For reimbursements, the request is either still awaiting approval, or has been approved, but the funds haven’t been sent to the employee yet.
    • For repayments, the request hasn’t been accepted by the employee, or has been accepted, but collection of the employee’s funds hasn’t yet begun.
• Reimbursement export status:
  • Exported: The reimbursement expense has been exported to ERP.
  • Not exported: The reimbursement expense has not been exported to ERP.
• User status: Filter for expenses that are tied to a certain type of user.
  • Active: The user is currently active.
  • Deleted: The user has been deleted. Deleted users cannot be reactivated.
  • Disabled: The user who previously had access, but has since had access removed, either because they left the company or an admin temporarily removed access. Disabled users can be reactivated.

Compliance

• Approvers
  • Filter based on the name of the approver.
• Attendees
  • Government official added: A government official was added as an attendee on the expense.
• Documentation status
  • Pending: The expense owner hasn’t provided all the required documentation.
  • Completed: The expense owner has provided all the required documentation.
  • Overdue: The expense owner hasn’t provided all the required documentation, and is past the company set deadline.
• Compliance status (Only visible if you’ve set up deadlines)
  • Documentation: Only show expenses that are missing documentation.
  • Review: Only show expenses that are still pending review/approval.
  • Completed: Only show expenses that have complete documentation, even if still pending review/approval.
• Memo
  • Memo added: The expense currently has a memo, regardless of policy.
  • No memo: The expense doesn’t currently have a memo, regardless of policy.
• Policy
  • Filter for expenses based on the associated expense policy.
• Policy flags
  • Missing memo: The expense policy requires a memo, but none has been added.
  • Missing receipt: The expense policy requires a receipt, but none has been added.
  • Exceeds per diem: This expense brought the user over their per diem limit.
  • Missing attendees: The expense policy requires attendees, but none have been added.
  • Other reasons - The expense policy has flagged this expense due to another policy rule (disallowed merchants or merchant categories, invalid receipt, etc.).
• Receipt
  • Receipt added: The expense has a receipt, regardless of policy.
  • No receipt added: The expense doesn’t have a receipt, regardless of policy.
• Require review reason
  • Filter for expenses that were flagged for review based on a particular reason.

Date

• Date assigned to me: View expenses by the date that it was assigned to you in the review chain.
• Posted date: View card expenses by the date that the card swipe settled. View reimbursements by the date that they received final approval.
• Reimbursement submission date: View reimbursements based on the date that they were submitted. Selecting this filter will only show you reimbursement expenses.
• Transaction date: View card expenses based on the date that the expense was authorized/card was swiped. View reimbursements based on the purchase date of the item(s).

Accounting

• Billed entity: Filter for expenses that belong to a certain billed entity.
• Cost center: Filter for expenses that belong to a certain cost center.
• Expense category: Filter for expenses that are part of a certain expense category.
• GL account: Filter for expenses that belong to a certain GL account.
• Reimbursement payment method
  • Paid on Brex: The reimbursement was paid to an employee using Brex’s payment rails.
  • Paid outside of Brex: The reimbursement was paid to an employee outside of Brex (e.g. via payroll).
• Spending entity: Filter for expenses that belong to a certain entity.