# Accounting automation

Get answers to all of your questions regarding Brex

**URL Source:** https://www.brex.com/support/accounting-automation

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## Overview

The _Automation_ page in your dashboard, helps you create and manage automation. You can create both mappings and custom rules so that your transaction information carries over to your ERP at the time of export.

Automating accounting categorization with mappings and custom rules and setting automated workflows for your transactions can dramatically reduce the time you spend coding transactions each month.

Mappings help you pair Brex fields with ERP or HRIS fields to auto-populate important fields such as GL account, department, or class. Custom rules allow you to create logical relationships between multiple fields.

## Accessing Automation

You can find the _Automations _page by signing into your dashboard and going to _Accounting _> _Manage automation._

**Note:** Access to the _Mappings_ and _Fields Library_ sections in Accounting is available to account admins, card admins, bookkeepers, and any other users with the Manage mappings, fields, and rules product capability. Custom roles may also grant this access.

## Mappings

Mappings can automate your accounting categorization and reduce your time spent manually coding. You can map your expense fields to the accounting fields in your ERP or even to custom fields you have in Brex. For example, if you map Brex categories to GL accounts, we’ll automatically map new expenses to a designated GL account, depending on their Brex category.

![Accounting automations - 1](https://brand.brex.com/m/60e8c61de892a2a8/webimage-Accounting-automations-1.jpg)

Category mappings match each of Brex’s default 48 categories to a GL account in your accounting software. Merchant mapping allows you to automatically set a GL account based on the transaction merchant and will override category mapping.

####   
Create mappings

Account admins, card admins, bookkeepers, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can set mappings by following these steps:  
  
**Step 1: **Go to _Accounting_ _> Manage automations_ > _Mappings.  
  
_**Step 2: **Click _Create mapping_.  
  
**Step 3: **From the dropdown on the left, choose the value that corresponds to the field on the expense (e.g., _Brex location_). From the dropdown on the right, select the value that will automatically be filled in based on that expense (e.g., _Location_).

![Accounting automation - 2](https://brand.brex.com/m/695f1c44fdb5465b/webimage-Accounting-automation-2.jpg)



Mapping lists all existing mappings. You can click on any of the line items to view or edit them.

![Accounting automation - 3](https://brand.brex.com/m/6816ce4a46f0a56a/webimage-Accounting-automation-3.jpg)



Mappings will apply to all new transactions in your _Prepare_ tab. If there's a conflict, any custom rules you've set up will take priority over these mappings.



##### New Mappings Details Pane

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**Step 1:** Go to _Settings > Early Access_, and turn on “Mappings Details Pane”.

**Step 2: **Go to the Accounting dashboard,_ Manage automations_ > _Mappings._

**Step 3: **Click _Create mapping_.

**Step 4: **A streamlined details pane will open. Use the clearly separated sections to configure your automation:

- Field mapping: Select the Brex source field (e.g., Brex location) and the corresponding ERP or HRIS destination field (e.g., Location).
- Value mappings: Define specific relationships between individual values (e.g., if Department is Marketing > Set Department to 100-MKTG).
- Suggestions: Review and accept AI-powered recommendations from Brex Assistant.
- Mapping settings: Manage high-level configuration for the specific mapping.

#### Deleting Mappings

When managing your accounting categorizations, you can delete existing mappings directly from your dashboard.

**Step 1:** Go to _Accounting_ > _Manage automations_ > _Mappings_.

**Step 2:** Click on the mapping line item you wish to remove.

**Step 3:** Click the _‘Delete mapping’ _icon to delete it.

**Note:** If you are deleting a parent mapping class, all associated child mappings will be automatically deleted at the same time. You don't need to manually remove child mappings one by one before deleting the parent.



#### Payment Account Mappings

Payment account mappings help automate reimbursement payments and bill payment syncs. To set up your payment account mappings, go to _Integration settings_ > _Payment account mappings_. You’ll see a list of all funding accounts connected to Brex. Assign each funding account to its corresponding GL account to minimize sync errors.

## Custom rules

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You can enable custom rules in _Company settings_ > _Plan_ > _Custom accounting rules_. Enabling custom rules overrides your ability to change expense fields, such as Department and Location.

Custom rules automatically categorize transactions that share similar expense fields, reducing the need for manual entries when closing the books. These rules let you establish logical relationships between fields that go beyond basic mappings.

Here’s an example of a custom rule that filters transactions with two expense fields in order to auto-code a GL account field:  
  
**Brex category:** Advertising & marketing + **Merchant:** Meta > **GL account:** 6010 Advertising.



Here's an example that uses a spend limit to auto-categorize expenses for a specific program or team:

**Spend limit:** Wellness > **GL account:** 6200 Employee Benefits

**Note:** You can use the Spend limit field as a condition to apply rules only to transactions made against a specific spend limit. This is useful for programs like wellness stipends or team budgets where all spending should map to the same GL account or category.  
  
Custom rules can be created by combining any Brex transaction fields, including these:

- Amount (greater than, lesser than, or equal to)
- Approved (yes or no)
- Card (specific card that made the purchase)
- Category
- Cost center
- Department
- Location
- Memo (has a memo or not)
- Merchant
- Receipt (has a receipt or not)
- Spend limit
- User
- Any custom fields you’ve created (including ERP fields such as location, subsidiary, and vendor)  


### Create custom rules

Account admins, card admins, bookkeepers, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can create custom rules by following these steps:  
  
**Step 1: **Go to _Accounting_ > _Manage automations > Custom rules.  
  
_**Step 2**: Click _Create custom rule_.  
  
**Step 3: **Fill out the two sections of the custom rule detail pane.

- _For transactions that contain_: Use these fields to filter the transactions you want to apply the rule to.
- _Categorize these fields_: Set the accounting field values you want to auto-code.

![HC - Accounting automation01](https://brand.brex.com/m/63058522a88a3112/webimage-HC-Accounting-automation01.png)



**Step 4: **Click _Create and apply rule_.  
  
Custom rules will apply to all transactions that you haven’t yet marked as prepared or exported.



#### Selecting multiple values in a filter

Custom rules automatically categorize transactions that share similar expense fields. When you filter on a field, you can select multiple values in a single filter instead of creating a separate rule for each value.

This already works for standard Brex fields like _User_, _Card_, and _Merchant_. Now you can do the same for extended fields synced from your ERP or HRIS — such as _Department_, _Subsidiary_, or _Vendor_. For example, to code expenses the same way when the _Department_ is Engineering, Sales, or HR, add all three values to one filter instead of building three rules. This keeps your rule list shorter and reduces conflicting rules.

Multi-select is available for fields that use identifier-based values. Fields that support a single value only will continue to show a single-value selector.

To select multiple values, follow the steps below:

****

**Step 1: **Go to _Accounting > Manage automations > Custom rules_ and click _Create custom rule_ (or open an existing rule to edit it).

****

**Step 2: **Under _For transactions that contain_, add a filter and choose an extended field (for example, _GL account_).

****

**Step 3: **In the value selector, select each value you want the filter to match. Selected values appear as removable tags. The rule matches a transaction when the field equals any of the selected values.

****

**Step 4: **Set the fields to auto-code under _Categorize these fields_, then click _Create and apply rule_ (or _Save and apply rule_).

A filter with multiple values matches transactions that equal any of those values. To require two conditions at once (for example, _Department_ is Sales and _Location_ is NYC), add separate filters.

**Note:** If two rules of the same priority match the same transaction, you'll see a _Conflicting rules_ flag and can choose which rule applies.

#### Other ways to create custom rules

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In addition to the Automation page, you can also create custom rules directly in the spend limit and p-card setup flows. When creating or editing a limit or p-card, you'll see the option to define how expenses tied to that spend provision should be categorized automatically. This lets you apply accounting logic at the point of spend, helping reduce the need for manual preparation later on.

All custom rules created—whether in the _Automation_ page, spend limit flow, or p-card setup—will appear in the _Custom rules _section of the _Manage automations_ page_._ There, you can view, edit, or delete any existing rules to keep your accounting automations organized in one central place.



#### Automation preview

When you’re creating a new rule, you can use rule automation prior to implementing it to see which transactions the rule would affect. To do this, click _Preview in the creation process on either Automation suggestions or on the Manage Automation page._



#### View or edit custom rules

**Step 1:** Go to _Accounting_ > _Manage automations_ > _Custom rules_.  
  
**Step 2: **Click the specific rule to open the details window.  
  
**Step 3:** In the details window, make your desired changes to the custom rule. The date on the top right of the details pane tells you when the rule was last updated.  
  
**Step 4:** Click _Save and apply rule_.



#### Delete custom rules

**Step 1:** Go to _Accounting_ > _Manage automations_ > _Custom rules._

**Step 2: **Click the specific rule to open the details pane.

**Step 3: **Click the three dots to the bottom left and click _Delete rule_.



##### Solving rule conflicts

Rules are assigned different priority levels, which decide which rule is applied. Conflicts can occur when two rules of the same priority contradict each other.

In the event of a conflict between two custom rules, we’ll ask you to choose which rule to apply. To find transactions with conflicting rules, click _Conflicting rules _in the _Accounting flag_ filter. To solve the conflict on a case-by-case basis, click on the transaction and choose the rule that takes precedence in the _Accounting_ section. The transaction will be considered _Manually recategorized_.

![Accounting automation - 4](https://brand.brex.com/m/3e2b12a25b65c0a9/webimage-Accounting-automation-4.jpg)

### Mapping & rule hierarchy

Brex automates how transactions are coded using **mappings** and **custom rules**. When more than one automation could apply, Brex follows a clear hierarchy so your GL coding stays consistent. Custom rules have higher priority than mappings; **merchant mapping** overrides **category mapping**; and some mappings are equal-weight. If two automations at the same priority conflict, you’ll be prompted to choose which one to apply.

#### Hierarchy (highest → lowest)

1. **Manual choice on a transaction** (when you resolve a conflict or directly set values). The transaction is marked _Manually recategorized_ and that decision controls final coding for that item.
2. **Custom rules.** Apply when their conditions match and take precedence over mappings.
3. **Merchant mapping.** Overrides category mapping for that merchant.
4. **Equal-weight base mappings:** **Category mapping** and **Department/Location mapping** (applied at the same priority).

**Vendor mapping** for some ERPs adds a **Name/Vendor** to the journal entry and **does not change** which GL mapping wins, so it isn’t part of precedence.

**Example**

- You have a **category → GL** mapping and a **merchant → GL** mapping for _a transport App_. The merchant mapping wins unless a **custom rule** applies. If two **custom rules** both match, you’ll see a **Conflicting rules** flag, and you must choose which to apply.

See which automation is applied and resolve conflicts

**Step 1:** Go to _Accounting > Prepare_ (or _Review_) and open the transaction.

**Step 2:** Check the Accounting section for applied automations and the Conflicting rules banner.

**Step 3:** If there’s a conflict between two custom rules, choose the desired rule.

You can still edit categorizations after posting in Brex (before export). After export, accounting info can’t be changed from Brex.

**Note:** Always map all active categories so every transaction has a GL account, which prevents export blocks.

#### If you don't see the source of the conflict

If you've reviewed all rules in _Manage automations_ > _Custom rules_ and still see a _Conflicting rules_ flag with no obvious cause, the conflict may be coming from a rule you didn't create directly in the Automation page.

Custom rules can be created automatically in two ways:

- **Spend Limits and P-Cards:** When a _Spend Limit_ or _P-Card_ is created or edited, accounting categorization rules can be defined as part of the setup. These rules appear in the _Custom rules_ tab and may conflict with other rules you've set.
- **Budget Override migration:** If your account previously used Budget Overrides, those were automatically converted to custom rules. These migrated rules are visible in the _Custom rules_ tab but may not be immediately recognizable if you weren't aware of the migration.

**Step 1:** Go to _Accounting_ > _Manage automations_ > _Custom rules_ and review all entries, including any rules with names tied to a spend limit or P-Card.

**Step 2:** Click each rule to open the details pane and check whether its conditions overlap with another active rule targeting the same GL account field.

**Step 3:** Delete or edit the rule causing the conflict, then verify the _Conflicting rules_ flag clears on the affected transactions.

**Note:** If you've completed all of these steps and the conflict persists, contact Brex Support for further assistance.

## Automation suggestions 

Brex Assistant will suggest values, mappings or custom rules for you to consider creating based on semantic similarity (e.g. names are similar) or your past transaction categorization. For example, if you frequently assign certain GL accounts to transactions that have the same Brex category_, _we may suggest a mapping that automates codification.  
  
You can find suggestions in multiple places in the accounting dashboard.

#### In-table suggestions

We’ll suggest values, mappings, and custom rules as you categorize your transactions.

![HC - ERP Fields 07](https://brand.brex.com/m/306fefc6a9da2b6c/webimage-HC-ERP-Fields-07.png)

![HC - Accounting Automation](https://brand.brex.com/m/27060677b3fd1f21/webimage-HC-Accounting-Automation.png)

To accept the suggestion, simply click on one of the values highlighted under _Suggested by Assistant._

To create a new rule, click _Create rule_ when choosing a value for a given field. In the details window, review the rule and either accept or reject it. You can also revise the suggested mapping before accepting it.

![YouTube Video](https://youtu.be/D0WhA7m0K4U?si=ptp-5Y8MMAfgqSbb)



#### Automation home

You can find all suggestions in_ Accounting _> _Manage automations_.

![Accounting Automation](https://brand.brex.com/m/1108ff15099f64c2/webimage-Accounting-Automation.jpg)

The details window will show you all the suggestions available for you to review. You can review the custom rule and either accept, reject or revise it before accepting it.  
  
You can also click _View all_ to see all of Brex Assistants' suggestions, where you can filter and bulk accept multiple suggestions at the same time.

![HC - Accounting Automation](https://brand.brex.com/m/fa086dd2da68af9/webimage-HC-Accounting-Automation.png)



## Automating your accounting workflows

Brex makes it easier than ever to automate how you prepare and export transactions to your ERP. With Automated Workflows, you can define custom logic that mirrors your internal accounting policies—no more manual steps or duplicate work.



Save time by eliminating repetitive manual steps in your accounting workflow, reduce errors by applying consistent rules across spend categories, and gain clarity by seeing exactly what’s automated and why, directly from the transaction view. Automated Workflows also help you stay compliant by structuring rules to mirror your internal accounting policies, including travel, bill pay, and reimbursement scenarios.



You can configure these workflows directly in the _Manage Automation > Workflows_ tab.



#### What you can automate

You can automate both:

- **Preparation**: Automatically mark as prepared transactions that fulfill certain conditions, such as passing policy, having certain accounting fields filled, or being below a certain threshold.
- **Export**: Automatically send transactions to your ERP once they're ready—no clicks required.

You can set up rules to perform one or both actions independently. For example, you might auto-prepare all team offsite expenses but still review them manually before exporting.



#### How to get started

**Step 1:** Go to _Manage_ _Automation > Workflows_ in your Brex dashboard.



**Step 2:** Select one of the existing Workflows and click on the + sign to add conditions.

![Accounting Automation 2](https://brand.brex.com/m/4efb0effecd5ad25/webimage-Accounting-Automation-2.jpg)



**Step 3:** Set up your logic in the Workflow conditions screen:

- Use IF conditions to determine which fields or conditions are needed to automatically prepare or export transactions.

You can add multiple conditions and actions within a single rule, making it easier to reflect your internal policy structure.



**Step 4:** Click on _Apply workflow_ to save and execute the rules.



**Note:** In the _automatically export from review _workflow, you can also define the cadence (hourly, daily, weekly, or monthly) with which Brex will post your transactions to the ERP.

##### Workflow status: off vs. paused

Workflows have two inactive states:

**Off:** The workflow has never been activated or was turned off entirely. No automated actions will run.

**Paused:** The workflow was previously active and has been temporarily stopped. Pausing preserves your workflow configuration so you can resume it without rebuilding from scratch. Transactions that arrive while the workflow is paused will not be processed automatically.

#### Tracking the effect of automation

Once your rules are live, transactions will be automatically marked as _Prepared_ or _Exported_ when conditions are met.

You can track these in the _Accounting > Prepare and Accounting > Review _tabs.

Here’s a transaction automatically prepared using a workflow:

![Accounting Automation 3](https://brand.brex.com/m/57b6f053a2e331f5/webimage-Accounting-Automation-3.jpg)



And here’s one that was automatically exported:

![Accounting Automation 4](https://brand.brex.com/m/2e8fc51d18e457b3/webimage-Accounting-Automation-4.jpg)

Hover over these labels to see which rule was applied. This gives your team full visibility into automation behavior—no surprises.