Syncing your bills

Overview

If you use NetSuite, Quickbooks Online, or Xero as your integrated ERP, you can set up your bill pay bills to sync to your accounting platform. Brex syncs the various fields depending on the ERP once the bill is approved in Brex, including bills that are marked as paid externally. See the section for your respective ERP below for a complete list. We do not retroactively sync past bills – any bills that were submitted for payment prior to the integration being enabled or fully set up will not be synced. If a bill is canceled and sent back to draft state, any changes to the bill will not be synced until the bill is resubmitted.

How it works

Syncing a bill is different from syncing a card expense or reimbursement in that other expenses always populate in the accounting journal. In Accounting, you must prepare, review, and export them manually to your ERP or as a CSV file. Bills, however, are not populated here. They’re automatically synced to ERP directly without any intermediary steps. Vendors and bills are initially synced one-way from Brex to your ERP as soon as the bill is fully approved. Changes made to bills are continuously synced as long as the accounting period is still open in your ERP. The following are the editable fields that trigger a re-sync:

• Invoice attachment
• Invoice number
• Spend limit
• Memo
• Due date
• ERP effective date
• ERP GL fields (account, class, location, etc.)

NetSuite

The NetSuite integration with bill pay is a one-directional sync from Brex to NetSuite. This means that bills created in Brex will sync over to NetSuite. We sync both a bill and payment entity to their system and automatically link the two. If a bill is in the payment processed state, we’ll create an associated vendor payment for that bill. After the bill has synced successfully, you can open the bill’s details pane and go to Accounting. Here, you can click View bill in NetSuite or View payment in NetSuite to view the corresponding bill/payment in NetSuite. We won’t sync edits made in NetSuite back to bills in Brex. When you edit in Brex and sync them over to NetSuite, it will overwrite the corresponding bill data in NetSuite. Please make sure you set the Standard Vendor Bill and Standard Bill Payment forms in NetSuite’s Custom Transaction Forms setting as preferred to avoid potential sync errors.

Fields synced

• Vendor
  • If vendor name matching doesn’t detect an entry in NetSuite, we’ll create a new vendor with that name.
• Bill
  • Invoice attachment
  • Invoice number
  • ERP effective date
    • Auto-populated from invoice date and synced as posting date of the bill
  • Due date
  • A/P account
  • Memo
  • Payment account
  • Line items:
    • Amount
    • Description
    • GL account
    • Location
    • Department
    • Class
• Payment
  • Entity
  • Amount
  • Currency

Setup instructions

Step 1: In your dashboard, click Accounting. Step 2: If you haven’t set up NetSuite yet, click your name in the top right > Integrations > click Connect on the NetSuite and follow the prompts. See this article to get set up. If you see Manage instead of Connect, you can skip to Step 4. Step 3: If you’ve already connected to NetSuite, click NetSuite settings. Step 4: Under Bill pay configuration enable Sync bills automatically. Afterward, click Refresh integration to sync your latest account categories.

Troubleshooting

If one of your bills has an error, a banner containing the error message will appear in Bills > Sync errors. Follow the provided steps to resolve the issue and resync the bill.

QuickBooks Online

We sync bills to QuickBooks Online, as their bank feed integrations pull transactions from your connected Brex accounts and match them against the bill. After the bill has synced successfully, a customer can open the bill's details pane and go to the Accounting section. Here, they can click View bill in QuickBooks Online to view the corresponding bill in QuickBooks Online. We won’t sync edits made in QuickBooks Online back to bills in Brex. When you edit in Brex and sync them over to QuickBooks Online, it will overwrite the corresponding bill data in QuickBooks Online.

Fields synced

• Vendor
  • If vendor name matching doesn’t detect an entry in QuickBooks Online, we’ll create a new vendor with that name.
• Bill
  • Invoice attachment
  • Invoice number
  • ERP effective date
    • Auto-populated from invoice date and synced as date of the bill
  • Due date
  • Location
  • Memo
  • Line items:
    • Amount
    • Description
    • GL account
    • Class

Setup instructions

Note: Only users of QuickBooks Online Essentials plan or higher (Plus/Advanced) can use bills sync. Step 1: In your dashboard, click Accounting. Step 2: If you haven’t set up QuickBooks yet, click your name in the top right > Integrations > click Connect on the QuickBooks card and follow the prompts. If you see Manage instead of Connect, you can skip to Step 4. Step 3: If you’ve already connected QuickBooks, click QuickBooks Settings. Step 4: Under Bill pay configuration, enable both Sync bills automatically.

Troubleshooting

If one of your bills has an error, a banner containing the error message will appear in Bills > Sync errors. Follow the provided steps to resolve the issue and resync the bill. Stale data is a common bill pay error. When data is modified on QuickBooks, syncing will halt for that bill. To continue syncing the bill changes to QuickBooks, go to the specific bill and click Resync this bill.

Xero

We sync bills to Xero, as their bank feed integrations pull transactions from your connected Brex accounts and match them against the bill. After the bill has synced successfully, a customer can open the bill's details pane and go to the Accounting section. Here, they can click View bill in Xero to view the corresponding bill in Xero. We won’t sync edits made in Xero back to bills in Brex. When you edit in Brex and sync them over to Xero, it will overwrite the corresponding bill data in Xero.

Fields synced

• Vendor
  • If vendor name matching doesn’t detect an entry in Xero, we’ll create a new vendor with that name.
• Bill
  • Invoice number
  • ERP effective date
    • Auto-populated from invoice date and synced as date of the bill
  • Due date
  • Memo
  • Line items:
    • Amount
    • GL account
    • Location
    • Department

Setup instructions

Step 1: In your dashboard, click Accounting. Step 2: If you haven’t set up Xero yet, click your name in the top right > Integrations > click Connect on the Xero card and follow the prompts. Bill sync will be enabled automatically after connecting Xero. You can switch this off later on the Xero settings page. Step 3: If you’ve already connected Xero, click Xero Settings. Step 4: Under Bill pay configuration, enable Sync bills automatically. Note: Bills sync is only available for five bills per month with the Xero Starter Plan.

Troubleshooting

If one of your bills has an error, a banner containing the error message will appear in Bills > Sync errors. Follow the provided steps to resolve the issue and resync the bill.

Unsupported ERPs

If you don’t use NetSuite, QuickBooks Online, or Xero as your ERP, you can make custom fields that are visible for bills. You can then enter those fields while submitting the bill and export them into a CSV file, which you can import into your ERP.

Import purchase orders

When you make a purchase, some vendors might issue you a purchase order, which is a legal document that outlines the purchase’s details. It’s normally issued upon purchase initiation but can be used to trace the entire lifecycle of the purchase, all the way up to payment and delivery.

If you use Netsuite or QuickBooks Online, you can import approved purchase orders from your ERP into your Brex account. Upon import, these purchase orders will be matched to incoming bills. If there are any billing discrepancies, we’ll automatically inform you. Should that user or an admin make any changes to the purchase order’s information, these changes will be reflected in your ERP.

To enable this feature, follow the steps below. Step 1: Go to Accounting > ERP Settings > Bill pay configuration. Step 2: Next to Import purchase orders, click Enable.

Purchase orders can now be matched to new bills.

Troubleshooting

Canceled bills

When you cancel a bill on Brex, it reverts to the draft state. From this point, a few things can happen:

• If the draft gets deleted, the corresponding bill in your ERP will be deleted.
• If the draft gets resubmitted for payment, any changes to the bill while in draft state will be synced with the corresponding bill.
• Modifications to the bill while it's in draft state will not be synced.

Syncing issues

If you’re having trouble syncing a bill payment, please note the following:

• We sync bills only when the bill is submitted for payment.
• We do not retroactively sync bills created before the integration is set up.
• This is a one-way sync, meaning we only sync data from Brex into your external accounting platform.
• Marking a bill as paid externally will sync the payment back to the ERP

If a bill sync outright fails, you’ll see a banner at the top of the Bills page with some information as to why it failed, and often a suggestion for how to fix the issue. You will also see a resync button once the issue blocking the sync has been fixed.