Get the most out of the Brex and NetSuite integration

screenshot of the brex website transactions page

The Brex NetSuite integration is the first-ever direct corporate card integration with NetSuite. At Brex, we know that NetSuite has the customization and robust functionality you’ve come to expect from a software provider. That’s why we created our integration. We want to help our customers streamline processes so they can focus on what matters most: growing their business. Spending hours manually cleaning corporate card transactions for their ERP to close the books doesn’t line up with that mission. 

We also know that setting up and managing a new integration can seem daunting or simply not worth the trouble. But we’ve seen firsthand how much time our customers have saved by implementing our NetSuite integration services. Plus, our customers have found that setting up the integration is an easy and quick process. Let’s jump in.

Make sure your Brex account is fully set up and optimized

Brex offers corporate cards specifically designed for startups, late-stage tech companies, life sciences companies, and ecommerce businesses. If you don’t have a Brex card yet, you can see if you qualify now. Once you open your Brex account, make a few quick adjustments to optimize your Brex NetSuite integration

When you use the integration, you can export Brex transactions into your NetSuite account whenever you choose. When you get set up, we will ask you to map your accounts and create custom rules to make sure everything exports correctly. You will also match up your departments and locations, so it’s a good idea to double-check all of that information right now. 

First, make sure the departments and locations you’ve entered in your Brex dashboard are the same as the departments and locations you have in NetSuite. Then take a look at your accounts in NetSuite and verify they’re set up exactly as you’d like them. Make a note of any special rules you have implemented, such as a capitalization threshold, so that you can add them to Brex as well. 

Introduce the NetSuite integration to your team

As with any change in your business, it’s important to get buy-in from your team and lay out a clear implementation process. As a start, we recommend explaining to your team why you’ll be using the Brex NetSuite integration: it will save them time and effort every single month.  With your transaction data flowing directly into your ERP, there’s no need to manually wrangle CSVs to close your books. Additionally, Brex’s receipt capture tool makes it easy to reconcile expenses, saving your team from chasing down employees every month for receipts and explanations about charges on their card.

Our partner Countsy found that the NetSuite integration shaved four hours off of every month-end close. Colman Edwards, Director of Technology at Countsy, said, “With Brex, we no longer need to use CSVs. All the work is done within Brex and then directly imported into NetSuite.” This kind of time savings is compelling evidence to share with your team when getting them on board. It shows your team that you value their expertise, and you know their time would be better spent on strategic work, rather than cleaning up CSVs manually. 

Once your finance team is ready to use the NetSuite integration, we recommend clearly explaining who will set it up and when it will be implemented. Your bookkeeper, or whoever handles your accounting, will most likely be the person to set up the integration, as they are familiar with your account mappings and any custom fields that need to be created. Since they are the ones in charge of exporting transactions every month and closing the books, it is important that they be familiar with the integration.

Implement the Brex NetSuite integration

You can set up this integration directly from the Brex dashboard. For a step-by-step guide to setting up the integration, check out this walkthrough video. Head to the integrations tab to get started. And during the setup process you will be asked to match up your departments and locations, then map your Brex transactions to your NetSuite accounts. You can create custom rules and then export transactions to NetSuite. 

Colman Edwards is very familiar with the implementation process, as Countsy has set up many of their clients with the direct Brex NetSuite integration. He said, “The integration setup is really fast—you simply install the bundle, connect it to NetSuite, assign the settings in Brex to the NetSuite accounts, then you’re up and running. The whole process took us 20-30 minutes per client.” A one-time investment of 30 minutes is a small price to pay to have your transactions automatically sync every single month. 

Create custom rules and export transactions in real time

One of the many reasons companies use NetSuite is because it’s so highly customizable. Every company can create unique settings to capture exactly how their business works and how they want to manage their books. At Brex, we understand this is an essential feature, which is why our integration allows you to create custom rules.

During the setup process, you’ll have the option to create any custom rules that your company may need—and you can add edit or add new custom rules any time. This is a great feature to capture the unique rules that your company uses in NetSuite so you don’t need to do manual work every time you export transactions. For example, you can set all Apple expenses over $2,500 to map as “capital expenditure,” rather than “hardware.” This saves you time and minimizes the risk of human error when manually categorizing transactions.

Grow your business with Brex and NetSuite

Using the Brex NetSuite integration is a great way to streamline your business processes and save time every month. Fast-growing companies are taking advantage of this ERP integration to save time, reduce human error, and gain strategic insights. If you’re looking to take your accounting management to the next level, this is the integration solution you need.

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