Question 1

What is expense management software?

Accepted Answer

Expense management software helps finance teams see what is being spent, where it’s being spent — allowing you to manage business expenses with more control. You might also hear it referred to as just expense management or spend management software.

Brex takes expense management a step further and allows you to pre-approve spend before it even happens with embedded spend limits across cards, reimbursements, travel booking, and invoices. And with Brex AI, the policies you set are auto-enforced with every transaction. The result is simpler expense reporting, expense tracking, and employee expense reimbursements.

Question 2

What are the benefits of expense management software?

Accepted Answer

Expense management software like Brex helps you track spend in real-time — allowing you to avoid overspending, and allocate your money where it is most effective.

In general, expense management software like Brex means:

Better visibility into total company spending

More accurate financial data with real-time reporting

A better employee experience with pre-approved policies

Improved risk management by controlling spend before it happens

More efficiency at month-end with AI automation

Better insights into where money can be spent smarter

Question 3

How does Brex help ensure employees follow company expense policies?

Accepted Answer

Brex ensures policy compliance through customizable spend controls, automated policy enforcement, and real-time expense monitoring. This allows finance teams to set specific spending limits, merchant category restrictions, and approval workflows tailored to different departments or employee levels. Brex even automatically flags out-of-policy expenses for you.

Question 4

Can Brex's expense management software automatically detect and prevent unnecessary spending?

Accepted Answer

Yes! Brex expense management software proactively detects and prevents unnecessary spending through intelligent spend controls and automated policy enforcement. For example, Brex will flag duplicate expenses, or unusual spending patterns, and can catch potential violations before they occur. AI-powered analytics provide insights into spending trends to help finance teams optimize budgets and eliminate waste, while automated approval workflows ensure proper oversight for higher-risk transactions.

Question 5

How does Brex simplify receipt capture and reduce manual expense entry?

Accepted Answer

Brex simplifies receipt management by automatically generating memos, categories, and can even pull attendees from your calendar events for things like business dinners. Brex uses OCR to extract and verify receipt data, eliminating manual entry.

Plus, automated reminders prompt employees to submit missing receipts, while AI helps categorize expenses correctly. Integration with email allows forwarding of digital receipts, and the system can even recognize recurring vendors to automatically apply proper coding.

Question 6

How does Brex automate expense approvals?

Accepted Answer

Brex automates expense approvals through customizable, multi-level approval workflows that route expenses to the appropriate managers based on amount, department, or expense type. The system sends instant notifications to approvers via email or mobile app, with one-click approval options to expedite the process. The best part? Built-in policy checks automatically approve in-policy expenses while flagging exceptions for review.

Question 7

Can Brex’s expense management solution integrate with my accounting software?

Accepted Answer

Brex expense management solution integrates with accounting software including QuickBooks, NetSuite, Xero, and Sage Intacct. For a full list of integrations, click here.

These integrations automatically sync expense data, eliminating manual exports and reconciliation. The platform maps expense categories to your chart of accounts, ensuring consistent coding across systems. Real-time data synchronization keeps your financial records up-to-date, while custom field mapping accommodates your existing accounting structure for truly frictionless integration.

Question 8

What makes Brex's employee reimbursement process faster and easier for finance teams?

Accepted Answer

Brex simplifies reimbursements for managers and employees. Even if employees happen to spend on their personal cards, you can still leverage the comprehensive approval, compliance, policy, automation, and accounting capabilities in Brex’s spend platform. With Brex you can:

Invite employees to submit reimbursement requests, even if they don't have a Brex card.

Ensure all submitted reimbursements are to policy and have necessary compliance information.

Approve a reimbursement in two clicks or less from your Expenses tab.

Set up managers to approve reimbursements before they come to your finance team.

Set up payment settings per entity, with custom funding sources, payment cycles, and accounting.

Instantly reconcile reimbursements through our comprehensive accounting integrations.

Learn more here.

Question 9

How does Brex categorize, track, and manage employee expenses efficiently?

Accepted Answer

Brex efficiently manages expenses through AI-powered categorization that automatically assigns the correct expense category, department, and project codes based on transaction data and historical patterns. The system provides real-time visibility into spending across departments, projects, or individuals through customizable dashboards and reports.

Question 10

What merchants does Brex expense automation work with?

Accepted Answer

Brex automates receipt collection from 1000s of merchants including Slack, Gmail, Uber, Lyft, and Amazon.

Question 11

What types of expenses does a business need to manage?

Accepted Answer

Common business expenses include travel and entertainment or T&E costs, consulting fees, internet bills, advertising and marketing, rent, and taxes. By organizing these costs into business expense categories, companies can more effectively create budgets, correctly file taxes, control expenses, and maintain accurate books.

Every industry has a set of commonly used business expense categories. Depending on the accounting tool a company uses, there may already be expense categories set up. Business travel and entertainment (T&E) is one of the biggest expense categories and is highly important to track and control closely. Group events, flights, tickets to sports and concerts, galas, and networking events fall into this category. Business meals and travel expenses can get out of hand, so it's imperative to keep accurate records and receipts and control costs for this expense category from the outset.

Question 12

What are Brex’s enterprise expense management features?

Accepted Answer

Brex allows you to manage all of your global spend, all in one place. It is the only truly global platform for enterprise spend management that allows you to easily adapt to foreign markets and regulations.

With Brex, you can personalize spend limits and policies to each entity’s customs and currency. The right policy will be intelligently applied to expenses and reimbursements, and expense reports will be auto-filled to boost compliance.

Learn more about how Brex serves enterprise businesses here.

EXPENSE MANAGEMENT SOFTWARE FOR BUSINESSES

Spend smarter with speed and control.

Brex auto-enforces spend controls with every purchase, helping your team move faster without chasing receipts or approvals.

Control business expenses before they happen.

Automatically block out-of-policy purchases, with preset rules and limits.

Create the smartest expense policy ever.

Create the smartest expense policy ever.

Issue spend limits for any type of spend.

Plan and track budgets in real time.

Save countless hours on expense reporting.

Brex uses AI to auto-generate receipts and route transactions to the right spend limits — freeing employees from the busywork of expense management.

Spend with confidence.

Auto-generate receipts.

End the back-and-forth on expense approvals.

Brex auto-routes, approves, and enforces spend rules in real time, so managers only have to review transactions that need a closer look.

Auto-approve in-policy spend.

Review flags via text or Slack.

Close your books in minutes, not weeks.

Close your books in minutes, not weeks.

Automate repetitive month-end tasks, sync to your ERP, and save time with AI-powered mapping suggestions, GL coding, and auto-categorization.

Automate repetitive month-end tasks, sync to your ERP, and save time with AI-powered mapping suggestions, GL coding, and auto-categorization.

Close your books in minutes, not weeks.

Close your books in minutes, not weeks.

Automate repetitive month-end tasks, sync to your ERP, and save time with AI-powered mapping suggestions, GL coding, and auto-categorization.

Automate repetitive month-end tasks, sync to your ERP, and save time with AI-powered mapping suggestions, GL coding, and auto-categorization.

Close your books in minutes, not weeks.

“Brex is helping us control our expenses, as well as be more efficient with our No. 1 resource: our employees.”

Manage expenses your way, at scale.

Customize Brex for your unique expensing needs — from 10 employees to 10,000.

Run customizable reports, with filters for anything you want.

Spend globally, operate locally — without any hidden fees.

Use ERP or HRIS fields to provision cards, automate work, or create custom roles.

Let Brex do your expenses.

Join now and start controlling spend and automating your expense management.

Let Brex do your expenses.

Join now and start controlling spend and automating your expense management.

FAQ