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10. Bill pay

  • Transfer or send payments
  • Create a bill pay spend limit
  • Pay your first bill
  • Global Bill Pay
  • Bill Pay for Multi-entities
  • Netsuite and Default GL account for card payment
  • Custom accounting fields
  • Transfer or send payments
  • Create a bill pay spend limit
  • Pay your first bill
  • Global Bill Pay
  • Bill Pay for Multi-entities
  • Netsuite and Default GL account for card payment
  • Custom accounting fields

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, or Xero, click the Sync bills data toggle button.

  • Team and permissions

    View team members who can draft bills and release bill payments. Learn more.

Create a bill pay spend limit

You can create and assign a spend limit to a bill if you want to control or track your vendor spend. The spend limit will determine the policy of the bill. If a spend limit is not assigned, the general policy will apply.

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

Step 2: Name: Add a recognizable name, like “Bill Pay.”

Step 3: Policy: Select a policy that should apply to the spend limit. Ensure the policy is eligible for bill pay.

Step 4: Members: Add in any employees who are likely to submit bill payments for approval, or who are in the approval chain.

  • For Employee, User Management Admin, and Travel Admin roles, they will have access to spend limits that they’re a member of.

  • Other roles have access to all spend limits.

Step 5: Set the limit amount and click Add limit flexibility > No limit if you want to approve any transaction amount for bill payments.

Now, your Bill Pay spend limit will appear when you create a bill.

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 the customer uses NetSuite and wants to pay a bill via Brex card, they should do the followings (highly recommended)

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 the customer uses an ERP that we don't natively support, they can create custom accounting fields and enter them while submitting the bill. They can create any custom fields (such as GL account, department, project code, etc.) via Accounting tab > Fields > 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 they want to manually import them into their ERP.


11. Reimbursements →

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