Too much of today's finance work is manual and messy because the tools that promise “seamless” workflows aren't built for how your business actually operates.

Most software forces finance teams into rigid workflows that don't integrate cleanly with the rest of your technology stack. So they create workarounds or manually rekey data into disconnected tools, which slows teams down and clouds visibility.

Your business isn't generic. You have unique cost centers, project codes, and approval flows that have to sync across your finance, ERP, and HRIS stack. And as your company grows, your policies become more complex and company-specific.

Changing workflows to fit tools is backward. Instead, Brex plugs directly into your existing systems and adapts to the way your business actually works.

Why fields matter in finance workflows

Behind every smooth finance operation are the right data fields, those critical tags that capture how your business categorizes, tracks, and analyzes spend. Whether it's project codes for client work, department allocations for budgeting, or geographic regions for reporting, these fields are the backbone of your financial processes.

Fields enable you to:

• Track spend accurately with project codes and client identifiers
• Allocate costs properly across departments and cost centers
• Maintain compliance with industry-specific categories
• Generate insights by region, team, or business unit
• Map transactions to your chart of accounts seamlessly

The problem? Most expense platforms either don't support the fields you need, or they force you to re-create your entire data structure from scratch. That's where Brex is different.

How Brex supports your existing field structure

Fields are critically important to finance, which is why Brex adapts to your field structure instead of forcing you to adapt to ours. Here's how we bring your existing field data directly into Brex, exactly as you've already organized it:

Direct system integrations

Brex syncs fields automatically from the solutions you already use:

• HRIS platforms like Workday, Paycor, ADP, and Gusto to pull employee data and department structures
• ERP systems like NetSuite, Sage Intacct, and Microsoft Dynamics 365 to import your chart of accounts, cost centers, and project codes

When you connect these tools, Brex can automatically provision cards with the right policies and apply the appropriate fields to transactions.

Flexible data transfer options

For more unique use cases or legacy tools, Brex offers multiple ways to bring your data in and configure mappings and rules as needed:

• API integrations for real-time data syncing
• SFTP transfers for secure bulk data imports
• CSV uploads for ad hoc bulk updates and management

How Brex supports your unique requirements with custom fields

So what about data that’s unique to your business and doesn't fit the standard mold? That’s where custom fields come in.

Custom fields capture transaction details that are completely unique to your business, like specialized compliance categories, proprietary project classifications, or industry-specific tracking codes. Brex makes using custom fields easy to get started and maintain:

• Seamless export integration: Every custom field gets included in your CSV transaction exports, so they import neatly into your accounting software. You get the same automated workflows you'd expect from a native ERP integration, even when one doesn't exist.
• AI-powered suggestions: Once your custom fields are set up, AI learns from your transaction patterns and suggests the right field values. No more scrolling through endless drop-downs or second-guessing project codes.

• Smart value rules: Create custom fields with value rules and dependencies to streamline coding. For project-based work requiring multiple fields (Project, Phase, Task), set up dependencies that limit options based on previous selections to reduce errors.

Brex custom fields adapt to your unique workflows, so you can automate all of your expense and accounting field processes, not just the standard ones. With our Summer 2025 Release, Brex AI will make suggestions for over 400 types of custom fields.

Smart field management for smarter workflows

With all your business’s field data, whether synced, imported, or custom-created in Brex, you can:

Eliminate manual work:

• Auto-code transactions with the right project codes, departments, and cost centers
• Automatically accrue bills in your ERP as they move through approval
• Amortize prepaid expenses and flag billable items without leaving Brex

Improve accuracy:

• Reduce errors from manual data entry and reconciliation
• Ensure consistent categorization across all transactions
• Maintain compliance with automated field validation

Gain better visibility:

• Generate reports by any field combination that matters to your business
• Track client spend, department budgets, and project profitability in real time
• Get granular insights that align with your existing reporting structure

Scale confidently:

• Add new fields, departments, or cost centers without disrupting existing workflows
• Maintain data consistency as your business grows and evolves
• Adapt policies and approvals based on any field combination

Accounting workflows that work for you

Your finance tools should align with your business, not the other way around. Brex's field capabilities give you the flexibility and control to build accounting and expense workflows that fit the way your team actually works.

Brex’s smart field management will help you automate your workflows, scale your business, and streamline your month-end close. Learn more about setting up fields on our Help Center page.

Not a Brex customer? Sign up for Brex today and see why 30,000+ global businesses use our modern finance platform to spend smarter and move faster.