10. Bill pay
Overview
Bill pay is a feature that allows you to translate an invoice directly into a Brex payment. You can upload invoices directly or have them automatically forward to Brex via email. Once we receive the invoice, our system uses AI to translate the form into a draft that you can review and schedule to be paid. To learn more, view our Bill pay overview Help Center article.
Set up bill pay
Account and card admins can review and configure bill pay via Bills > Bill pay settings:
Connected accounts
View all of your connected accounts. If you don’t see an account you want to use, click Add another bank account.
Bill pay policy
Customize approvals and set requirements for invoices and memos.
Sync with ERP
To automatically sync bills, vendors, GL accounts, and payments to QuickBooks Online, NetSuite, Xero, or Sage Intacct, click the Sync bills data toggle button.
Team and permissions
View team members who can draft bills and release bill payments. Learn more.
Pay your first bill
Step 1: You can upload multiple invoices in bulk via the Bills tab > Upload invoices, or a single invoice via the Pay a bill. You can drag and drop an invoice to auto-populate the form via Brex AI, or enter the details manually.
Step 2: Fill out the remaining information, including the funding account you would like to fund the bill payment from, the date to send, and if it is recurring.
Step 3: Any user with a bill drafter permission will be able to draft bills. Once the bill is fully approved based on your bill pay policy, payment will be initiated automatically on the date the bill payment is scheduled on.
TIP: You can also forward bills directly from your email to a unique Brex email address assigned to your account. Find the email address by going to the Bills tab > Upload invoices. These invoices will appear under Drafts.
Global Bill Pay
If you have an entity outside of the U.S. and you would like to pay bills in local currency, you can do so either by sending a local currency wire from your Brex business account, or by selecting a local funding source.
If you would like to use a local bank account for your bill payments of an entity, follow the steps in this article to connect a local bank account to Brex.
Bill Pay for Multi-entities
If the customer wants to select an entity for a bill, they can set up their entity for bill pay via Team > Entities. Once configured, they will see the new Entity dropdown field during bill submission.
NetSuite and Default GL account for card payment
If you use NetSuite and would like to pay a bill via Brex card, it is highly recommended you follow the steps outlined below:
1. Enable auto sync via Bills tab > Bill pay settings > NetSuite settings > Sync bills data. If disabled, it may lead to a discrepancy since the card transaction will appear in the card statement that gets exported to NetSuite but there will be no payment record against the Accounts Payable GL account.
2. Select a default GL account for the card payment via Accounting > Fields > Entity settings > Accounts payable. This GL account will be synced to NetSuite as "Account" of the bill payment by card.
Custom accounting fields
If you use an ERP that we currently do not support, you can create custom accounting fields and enter them while submitting the bill. Create any custom fields (such as GL account, department, project code, etc.) by clicking into Accounting tab > Fields library > New custom field (ensure "Bills" is selected for field visibility). These custom fields will be also included in the CSV export from Bills tab > Download if you would like to manually import them into your ERP.