Manage budgets and spend limits

Step 1: In your dashboard, go to Cards and limits and click Create spend limit.

Step 2: Fill out the following fields, including:

• Should there be one shared limit or individual limits per user?
  • One shared limit: A single person or a group of people can access a total amount to spend
  • Individual limits per user: Each person added will get their own individual limit
• Name
• Add description (optional)
• Which policy should apply?
• Who can spend?
  • Search users & groups by attributes like cost center, department, entity, location, manager direct reports, and users
• Automatically add/remove users who join these groups (optional)
• How much can users spend?
  • (Optional) If you’ve already selected Individual limit per user, set a different amount for certain users.
  • (Optional) Add limit flexibility (optional)
  • How much can users exceed this limit?
    • Choose whether you want to let users spend beyond the assigned amount of the spend limit and, if so, whether you want over-limit expenses sent to you for approval.
• How often should this limit reset?
  • Add start and end date (optional)

Step 3: You can toggle on any of the following for additional controls:

• Permissions
  • Allow limit increase requests: If you want to allow spend limit spenders to submit requests for higher limits.
  • Approval chain for limit increase requests: Select the request type to customize the approval chain.
• Spend method
  • Allow virtual card spending only: Prevent users from using physical employee cards or via reimbursements. Good for card-on-file payments, like subscriptions and other recurring purchases.
  • Auto-create virtual cards: Automatically create a virtual card for all current and future users of this spend limit who have card access.
  • Auto-transfer users’ virtual cards if removed from limit: If a user is removed from this limit, we’ll automatically transfer any cards with previous online spend to their manager or another active limit manager. The transferred card can only be used with previous online merchants, all other merchants or in-person transactions will be declined.
• Spend controls
  • Restrict Merchants and categories
  • Set a maximum amount per transaction: If you want to set a limit per transaction to be automatically declined.
• Accounting overrides
  • Select entity: New card transactions will be assigned to this entity and billed with it. Learn more on managing spend with multiple entities here.

Step 4: Click Continue. You’ll see a preview screen to click Create and a note confirming that the spend limit was created successfully.

Step 1: In your dashboard, go to Cards and Limits and click Create spend limit.

Step 2: Add your spend limit’s details, including:

• Should there be one shared limit or individual limits per user?
  • One shared limit: A single person or a group of people can access a total amount to spend
  • Individual limits per user: Each person added will get their own individual limit
• Name
  • Add description (optional)
• Which policy should apply?
• Which budget should this limit go under? (optional)
• Who can spend?
  • Search users & groups by attributes like cost center, department, entity, location, manager direct reports, and users If this spend limit is meant for other users, add spenders.
  • Add condition (optional)
• Automatically add/remove users who join these groups(optional)
• How much can users spend?
  • (Optional) If you already selected Individual limit per user, set a different amount for certain users.
• Can users exceed this limit?
  • Choose whether you want to let users spend beyond the assigned amount of the spend limit and, if so, whether you want over-limit expenses sent to you for approval.
• Add limit flexibility (optional)
  • How much can users exceed this limit?
• How often should this limit reset?
  • Add start and end date (optional)

Step 3: If you want additional controls in place, you can toggle the following:

• Permissions
  • Who can manage this limit's expenses and users?
  • Allow users to see limit amount: If you want the limit visible for users and the ability to request limit increases.
  • Allow limit increase requests: If you want to allow users to submit requests for higher limits.
  • Allow expense visibility: If you want users to see each others expenses, or if users should be restricted to seeing only their own expenses.
  • Roll over unused funds (only visible if limit resets): By toggling this on, a team member’s unused funds will roll over to the next spend limit period. For example, if your $100 spend limit recurs monthly, and you only use $85, rolling over those funds will give you a spend limit of $115 next month.
    • Clear rollover funds: You can choose when (if at all) accumulated rolled-over funds clear and the spend limit reverts back to its standard limit.
• Spend method
  • Allow virtual card spending only: Prevent users from using physical employee cards or via reimbursements. Good for card-on-file payments, like subscriptions and other recurring purchases.
  • Auto-create virtual cards: Automatically create a virtual card for all current and future users of this spend limit who have card access.
  • Auto-transfer users’ virtual cards if removed from limits: If a user is removed from this limit, we’ll automatically transfer any cards with previous online spend to their manager or another active limit manager.
• Spend controls
  • Restrict merchants or categories: Specify where or what users can spend funds on.
  • Set a maximum amount per transaction: If you want to set a limit per transaction to be automatically declined.
• Access (only visible if user groups are selected)
  • Delay limit access until next budget period: New users will be able to spend at the start of the next limit recurrence.
  • Restrict limit access to future users only: Only users who join Brex after the selected date will get access to this spend limit.
  • Expire limit set number of days after user access: This limit will expire a set number of days after a user gets access.
• Accounting overrides:
  • Select the Entity, Department, Location, and Cost center that you want to override. Learn more on managing spend with multiple entities here.

Step 4: Click Continue. A popup window will appear asking if you’d like to Undo the spend limit creation. You’ll have six seconds to click this option in case you need to adjust the spend limit for any reason. You can edit most of your spend limit information later on after the spend limit’s creation. The only exception to this is your spend limit’s currency, which cannot be changed after creation.

Step 1: In your dashboard, click on the budget/spend limit you want to delete or archive. Step 2: Under Actions, select the action you’d like to take:

• Archive budget/spend limit: Will remain visible on your admin dashboard.
• Delete budget/spend limit: Will be permanently deleted from your admin dashboard.
  • Note: This action only appears if there are no expenses on the spend limit.

Step 3: In the popup window, confirm your decision by clicking either Delete or Archive. You can reopen an archived budget/spend limit by clicking on the tile for the specific budget/spend limit, and choosing Reopen. Clarify the specifics in the popup window and click Reopen budget/Reopen spend limit. Deleted budget/spend limits cannot be restored.

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Step 1: In your dashboard, go to Budgets or Cards and Limits and click the checkmark to the left of any budget/spend limits you want to delete or archive. Step 2: Click Archive budget/Archive spend limit at the bottom of the screen. Step 3a: If you want to permanently remove the budget/spend limits from your dashboard, check the box for Permanently delete this budget/Permanently delete this spend limit. Then click Delete [#] budget/Delete [#] spend limit(s) to confirm. Step 3b: Leave the box unchecked if you want the budget/spend limit to still appear in your dashboard with an Archived status. Then click Archive [#] budget/spend limit(s) to confirm.

Step 1: At the top right of the Wallet page, navigate to Request spend limit. Step 2: Select the type of spend you wish to make, either a user limit or vendor or travel spend. Step 3: Add your spend limit's details, including a name, purpose and amount. Step 4: Click Submit.

Step 1: At the top right of the Wallet page, navigate to Request spend limit. Step 2: Select the type of spend. Step 3: Add what this spend limit is for, such as a name, purpose, managers, spenders and click Continue. Step 4: Fill in the details such as, amount, currency recurrence, date, and if you want to block specific merchants or categories. Step 5: Click Submit.

Step 1: Tap Wallet at the bottom of your screen. Step 2: Tap Switch spend limit > Request new spend limit. Step 3: Select the type of spend and add your spend limit’s details, such as including a name, purpose, managers, spenders, amount, currency recurrence, and date. Step 4: Tap Submit.