Managing vendors
Overview
You can catalog vendors in your Brex account if you intend to send or receive funds from them more than once. Account admins and AP clerks can create and manage vendor information right from the Brex dashboard. The Vendors tab will provide a table of all the stored vendors in your account. By saving a vendor to your account, we’ll store details about them such as their company name, bank details, and tax information.
Adding a single vendor
In the dashboard
Step 1: Under Vendors in your Brex dashboard, click Add vendor. Step 2: Enter the vendor name, email address, contact name, website, and phone number (everything except vendor name is optional) and click Continue. Note: If you’re using NetSuite or QuickBooks Online and have enabled bills to sync, suggestions will populate from your ERP, linking the vendor records. Changes to the vendor information in Brex, however, won’t be reflected in your ERP. You can see the connected vendor in your ERP by clicking on the vendor and viewing vendor details. Step 3: Either request that your vendor provide their payment method through a secure link or manually enter your preferred payment rail’s payment method. Click Continue. If you prefer not to request/enter payment information, click Skip. Step 4: Either request that your vendor provide their tax information through a secure link or manually enter the tax information—such as business type, TIN, and address. Click Continue. If you prefer not to request/enter tax information, click Skip. Step 5: Review and click Add vendor to complete.
In the app Without checking, treasury, vault
Step 1: Under the $ tab, select Send ACH payment. Step 2: Tap Add new recipient. Step 3: Enter the vendor’s information — their name, routing number, and account number — and tap Add recipient at the bottom. Step 4: Confirm what type of bank account you’ve added (business checking, business savings, etc). Step 5: Press Select to add the new vendor.
In the app With checking, treasury, vault
Step 1: Under Accounts, select Send ACH payment. Step 2: Select the payment method, the Checking account you’d like to send the payment from, and tap Add new recipient. Step 3: Enter the vendor’s information — their name, routing number, and account number — and tap Add recipient at the bottom. Step 4: Confirm what type of bank account you’ve added (business checking, business savings, etc). Step 5: Press Select to add the new vendor.
Requesting vendor information
If preferred, you can request that the vendor fill out the required details directly from your dashboard. After you’ve saved their basic company details in your Vendors tab, click on their name to open the details window and click Request information on the bottom left. This will send an email to the email address that you saved for your vendor. When they click the secure link, it will take your vendor to a temporary portal where they can fill in their primary payment and tax information on your behalf. As soon as they do so, your dashboard will be automatically updated. This information is securely stored within our system, ensuring the privacy of your vendor’s data. We only reference the data internally to help keep your account safe. If your vendor has questions please reference this help article.
Adding multiple vendors
If you have multiple vendors, you can save time by using our bulk upload tool in your Brex dashboard. This option is not available in the app. Step 1: Under Vendors, click Add vendors via CSV. Step 2: Download the CSV template, replace sample data, and fill in your vendors’ information. Upload the file and click Next. Note: If your vendor list doesn’t match the template or certain fields are missing, you’ll receive an error message inviting you to return to Step 2. We require a name and at least one form of payment noted for each vendor. Step 3: Review your vendor details, select all the ones you are ready to import, and click Import vendors to add them to your Brex account. Note: If any fields contain invalid or duplicate data, you can see those noted in the Unable to import tab. Click Go back to re-upload a CSV with updated details or click Import vendors to continue (you can always add and edit vendors later). To resolve duplicate data, the vendor name must be unique.
Managing vendors
Once your vendors are created, they will be stored on the Vendors page. Selecting a vendor from the list will give account admins the option to edit details, delete, request payment details and/or tax information, or send a payment.
Vendor details
| Field name | Required | Description | Additional information | Example |
|---|---|---|---|---|
| Vendor name | Yes | Name of the vendor | Must be unique and cannot contain accented letters | Acme Studios |
| Email address | No | Vendor email to contact regarding payments | example@mail.com | |
| Phone number | No | Vendor phone number to contact regarding payments | Must be in E.164 format: No dashes or parentheses, and must include a "+" at the beginning | USA: +13231508396 China:+861085117777 |
| Website | No | Website for vendor | brex.com |
ACH details
| Field name | Required? | Description | Accepted values | Additional information | Example |
|---|---|---|---|---|---|
| ACH: Business or personal | ACH payment account class | BUSINESS/PERSONAL | Will default to BUSINESS if not provided | BUSINESS | |
| ACH: Account number | ACH account number | N/A | 12345678 | ||
| ACH: Checking or savings | ACH payment account type | CHECKING/SAVINGS | Will default to CHECKING if not provided | CHECKING | |
| ACH: Routing number | ACH routing number | N/A | 121122676 |
Domestic wire details
| Field name | Required? | Description | Accepted values | Additional information | Example |
|---|---|---|---|---|---|
| Domestic wire: Account number | Domestic wire account number | N/A | 0932840293 | ||
| Domestic wire: Routing number | Domestic wire routing number | N/A | 026009593 | ||
| Domestic wire: Address 1 | Domestic wire recipient's address | N/A | Must be a USPS deliverable address | 200 Park Avenue | |
| Domestic wire: Address 2 | Domestic wire recipient's address | N/A | Suite 200 | ||
| Domestic wire: City | Domestic wire recipient's city | N/A | New York | ||
| Domestic wire: State | Domestic wire recipient's state | N/A | NY | ||
| Domestic wire: Country | Domestic wire recipient's country | US | Domestic wire payments can only be sent to the US and must be formatted as such | US | |
| Domestic wire: Zip | Domestic wire recipient's zip code | N/A | 10166 |
Check details
| Field name | Required? | Description | Accepted values | Additional information | Example |
|---|---|---|---|---|---|
| Check: Address 1 | Check recipient's address | N/A | Must be a USPS deliverable address | 1201 Market St. | |
| Check: Address 2 | Check recipient's address | N/A | Suite 500 | ||
| Check: City | Check recipient's city | N/A | San Francisco | ||
| Check: State | Check recipient's state | N/A | CA | ||
| Check: Country | Check recipient's country | US | Check payments can only be sent within the US and must be formatted as such | US | |
| Check: Zip | Check recipient's zip code | N/A | 94103 |
International wire details
| Field name | Required? | Description | Accepted values | Additional information | Example |
|---|---|---|---|---|---|
| International wire: IBAN | International wire recipient’s International Bank Account Number (IBAN) | N/A | BE68539007547034 | ||
| International wire: Swift code | International wire recipient’s SWIFT code, also known as a Bank Identifier Code (BIC) | N/A | EBATBEBBXXX | ||
| International wire: Address | Check recipient's address | N/A | 456 Side St. | ||
| International wire: City | Check recipient's city | N/A | Brussels | ||
| International wire: Country | Check recipient's country | Must be formatted as a two-letter (alpha-2) country code | BE | ||
| International wire: Zip | Check recipient's zip code | N/A | 1000 |