Invoicing
Overview
Account admins, bookkeepers and AP Clerks can use invoicing to bill customers for your goods or services. These will be sent out via email, prompting your client to submit an ACH or wire payment, which will be deposited directly to your Brex business account once payment is made.
Invoice header
Customizing your invoice header lets you choose the way your document looks, tailoring it to your business needs. Upon creating your first invoice, you’ll create a default header in your dashboard to help maintain consistency across all invoices sent. You can update this header at any time by following the steps below.
In your dashboard
Step 1: Go to Accounts > View invoices > Create invoice > Edit invoice header. Step 2: Fill out your company details including your company name, email address, phone number, and address. Step 3: Upload a JPG, PNG, or HEIC of your company logo. It’s best to keep the size around 200px x 200px. Step 4: If everything looks correct in the preview window to the right, click Save and exit.
Send an invoice
In your dashboard
Step 1: Go to Accounts > View invoices > Create invoice. Step 2: In Customer name, type in the name and email address of the customer you’ll be invoicing, or select the information from a previous customer in the dropdown. Step 3: (Optional) Enter the billing address, PO number, and set the invoice’s due date. Step 4: Fill out the items they’re being invoiced for, the quantity of each item, and the unit price (before tax). To add multiple items, click Add line item. Step 5: Add any discount/coupon and choose the percentage of sales tax. Step 6: Choose the Brex business account where you’ll receive payment and choose how you want the customer to pay. That can be an ACH or domestic wire for domestic payments, or international wire for international payments. Step 7: (Optional) Add an attachment to the invoice to be sent to your customer in PDF, JPG, PNG, or HEIC format. Step 8: (Optional) Toggle on additional settings for your invoice:
- Generating a payment link: If toggled on, the email recipient can click Pay now in the email to pay the invoice via ACH. If they’re a Brex customer, they’ll have the option to click Pay with Brex and sign in to pay the invoice.
- Repeating an invoice: Set up a recurring invoice on a monthly or weekly cadence.
- Sending email reminders: Send continuous email reminders to your customers until the invoice is paid.
Step 9: (Optional) CC the email address of any recipient you want the invoice sent to. Step 10: Click Next, review the invoice’s details, and click Send.
Payment links
If you decide to generate a payment link for the invoice, the recipient can click it in their email to pay the invoice from their Brex account or via ACH. The payment link page will expire after 14 days, but you can always resend the initial email with a new payment link. To help protect this payment link, we’ve prevented search engines from scraping it and generated it using an authorization token that must be included in the URL.
View invoices
You can view all invoices across all checking accounts, both sent and drafted, in the Accounts tab > View Invoices of your dashboard. You can filter your invoices by selecting Status, Amount, Due, or Created. You can click on any individual invoice to open the details window. In the details window, you can click Download the invoice to export a CSV. If the invoice is still outstanding, you can also choose to Send Reminder. Clicking Send Reminder will send the invoice recipient an auto-generated reminder email with the invoice due date. To update the status of an outstanding invoice, click on the invoice and the three dots at the bottom of the details window. Select Mark as paid or Mark as canceled.