Exporting to your integration

Overview

When you have an ERP software integrated with your Brex account, you can export all of your team’s transactions from one platform to the other. This lets you account for all of your spend and makes it even easier to maintain your company’s books. You or your bookkeeper can export transactions straight from your Brex dashboard, and even recategorize them prior to exporting to make sure they’re all organized appropriately. If you’re missing any fields, such as GL accounts, you’ll need to complete them before you export. Prompts in your side panel will show you which fields need attention. Once you’ve updated the required information, you can proceed with the export.

Export settings

Before attempting your first export, you should review your export type preferences under your integration settings. There are multiple combinations of export types you can set for credit card expenses and reimbursements in Brex.

Credit card expense export types

Journal entries are the default export preference, which will post your Brex credit card transactions as journal entries under your ERP’s general ledger. These journal entries can be batched or sent as individual entries depending on your preference. Depending on your ERP integration, you may also see the credit card transaction option. This export type will send your credit card expenses to your ERP’s native object for credit card transactions.

Reimbursement expense export types

Journal entries are the default export preference for reimbursement expenses. These will post your employee reimbursement expenses as journal entries under your ERP’s general ledger. We’ll also create a liability at the time of export and require exporting reimbursement payments to your employees in order to close out the liability. Depending on your ERP integration, you may have a vendor bill option for reimbursement expenses. This export type creates an open vendor bill for every reimbursement expense that you export from Brex and the bill will be closed automatically when the payment is exported. In order to use this export type, you should follow the steps: Step 1: Make sure your employees exist as vendors in your ERP with an exact name or employee email match. Step 2: Sync your vendors to Brex using the ERP integration. Step 3: Set up your clearing GL account under Fields & Rules > Entity Settings > Select an Entity. Step 4: If you use the locally funded reimbursement feature, set up Reimbursement Bank Account under Fields & Rules > Entity Settings > Select an Entity. Step 5: Map your reimbursement bank account to a GL account under Fields & Rules > Payment Accounts or Fields & Rules > Entity Settings > Select an Entity.

Switching between export types

You can switch how you want to export your Brex data to your ERP, but frequent switching may cause data issues on your ERP. When you switch from one type to another, please monitor the data from Brex and your ERP closely for transactions near the date of the switch. Manual intervention may be required. If you switch reimbursement expense export type, please make sure that all previous reimbursements have already been exported prior to switching. We won’t apply the changes retroactively–only new reimbursements from that point onwards will have the proper export flow. If you encounter data issues after a switch, please contact your support team at Brex for assistance.

Exporting transactions

As an account admin, card admin, or bookkeeper, you can export transactions to your active integration by following the steps below. Step 1: Click Accounting on the left side of your Brex dashboard. Step 2: Click Prepare transactions to review and edit transactions. Step 3: Review your company's transactions to ensure that categories have been applied correctly and that receipts are attached. You can do this by using the search bar, and filtering transactions by alerts, GL accounts, date, and dollar amount. Note: Recategorize transactions prior to exporting by choosing a new category from the dropdown menu. To update transactions in bulk, click the checkbox next to your preferred transactions, make a different selection for one transaction, and click Update all from the popup at the bottom of your screen. Step 4: When you’re ready, enter in a date range, select transactions you want to export or select all, and click Mark as prepared to move all of your company's previously un-exported transactions to the Prepare & export transactions page. If this is your first time exporting, all transactions posted prior to your export time frame will be cleared from your Accounting page. Step 5: Go to Accounting > Prepare & export transactions to view all transactions that have been prepared for review and export. Note: On this page, you’ll have the same filter and search functions, but you won’t be able to edit any transactions. Here, you can export or send transactions back to review. Step 6: To export transactions, select a date range and all transactions, or select individual transactions and click Export on the right. Step 7: Select whether you want to export directly to your accounting software or export the transactions as a CSV file. Choosing either option will mark these transactions as exported and avoid duplicates the next time you export. For all direct exports and CSV exports with more than 500 transactions, a banner will let you know the status of your export, including when it’s complete. If you’d like, you can also check the option to receive a notification email once the export is ready for download. Note: While previously exported transactions can no longer be exported directly to your integration, you can still download these transactions via CSV from the Expenses page or the Transactions page. To view Transactions, go to Accounts and click on your account.

Recategorizing prior to export

Admins and bookkeepers can recategorize transactions from two places in the Accounting tab: the Company transactions or Review & Export pages. Regular users can also categorize their own transactions in the Personal section of the Transactions page. To enable this feature, please contact Brex Support. Step 1: Under Expenses, go to All. Step 2: Using the search filter at the top of the page, find and select the transaction(s) you want to recategorize. Step 3: In the transaction details box, scroll down to Accounting categorization. If it hasn’t been exported yet, you can change the category by clicking on the arrow next to the current category and selecting a new one from the drop-down menu. Note: You will not have the option to change the categorization for transactions that have already been exported to your ERP. You can tell if a transaction has already been exported if it has a blue sync arrow icon.

Prepare & export

Step 1: Go to Accounting > Prepare. Step 2: Scroll through the transactions and find the transaction(s) you'd like to recategorize prior to exporting. Change the category by clicking on the arrow next to the current category and selecting a new one from the drop-down menu. Step 3: To update transactions in bulk, click the checkbox next to your preferred transactions, make a different selection for one transaction, and click Update all from the popup at the bottom of your screen.

CSV exports

If you use an accounting software that doesn’t directly integrate with Brex, you can export data from your Brex account to directly upload into that software. This is done by establishing a CSV integration and downloading a CSV report from your Brex dashboard. This CSV can then be imported into your ERP of choice. Admins and bookkeepers can customize the CSV report to make sure all necessary information is included. This saves you time that you would normally spend adjusting the file manually. Note: If we add direct integration support for your ERP in the future, you can disconnect your CSV integration and establish a new direct integration with your ERP.

Troubleshooting

Here are possible errors you might see in the exporting process and how to resolve them.

Export button grayed out

A grayed-out export button in the Integrations > Review & export section of your dashboard indicates that there’s an error that needs to be addressed before you can export. You’ll see the specific error above the grayed-out button.

Error after exporting

You may see the error message Unable to export. The most common reasons for this error can be found below.