What is bill pay?

Bill pay is a feature that allows your team members to quickly translate an invoice to a Brex payment. You can upload bills and invoices in your dashboard, or you can have your teams and/or vendors send bills and invoices to an email address. Once we receive the bill or invoice, our system uses OCR to translate the form into a draft payment that you can review and schedule to be paid.

Brex Plus Note: You locate a short video about bill pay by going to Settings > Product configuration in your dashboard.

Account and card admins can begin the setup process for bill pay by following the steps below.

Brex Essentials Setup

You must have a Brex business account in order to get started. If you do not have the Bills tab in your dashboard, you’ll see a module about bill pay. Click on Learn more to explore the feature and open a Brex business account.

Step 1: In your dashboard, go to Bills and click Get started.

Step 2: When prompted, input the following:

• Review policy: You can view your policy settings. This gives you a rundown of the restrictions and documentation requirements concerning receipts, invoices, memos, and reviews. To edit your policy, please see this help article.

• Review ERP settings: Automatically sync bills, vendors, and categories with each new payment. To sync bills to your ERP, click the toggle button. To not sync your bills to your ERP, do not select the toggle button. QuickBooks and Xero are the only supported integrations.

• Add AP clerk: Specify someone at your company to fill this role and this person will be invited to accept the role. You can provide their name and email address. You can also specify a limit and if the limit is flexible. If you’d like to send an invite, click on Send Invite — otherwise, click Skip.

  • The AP clerk role can view your company’s bills and draft invoices for review. They cannot approve or pay them, though — an admin must act as a final approver.

• Review setup: Review all of the previous information you entered such as connected bank accounts, procurement policy, and ERP settings. If you believe everything is correct, click Confirm.

Review setup: Review all of the previous information you entered such as connected bank accounts, procurement policy, and ERP settings. If you believe everything is correct, click Confirm.

Step 3: Once complete, you’ll be taken to a screen confirming that you’re all set.

Brex Plus Setup

If you do not have the Bills tab in your dashboard, go to Settings > Product configuration in your dashboard. Find the Advanced bill pay section and review the use cases. If interested, click Talk to sales.

Step 1: In your dashboard, go to Bills and click Get started.

Step 2: When prompted, input the following:

• Review connected accounts: View all of your connected accounts. If you don’t see an account you want to use, click Add another bank account. Once complete, click Continue.

  • Note: You can only add one Brex business account.

• Review policy: You can view your policy settings in the procurement or group event budget template. This gives you a rundown of the restrictions and documentation requirements concerning receipts, invoices, memos, and reviews. To edit your policy, please see this help article.

• Review ERP settings: Automatically sync bills, vendors, and categories with each new payment. To sync bills to your ERP, click the toggle button. To prevent syncing your bills to your ERP, do not select the toggle button. NetSuite, QuickBooks, and Xero are the only supported integrations.

• Add AP clerk: Specify someone at your company to fill this role and this person will be invited to accept the role. You can provide their name and email address. You can also specify a limit and if the limit is flexible. If you’d like to send an invite, click Send Invite — otherwise, click on Skip.

• Review setup: Review all of the previous information you entered such as connected bank accounts, procurement policy, and ERP settings. If you believe everything is correct, click Confirm.

Step 3: Once complete, you’ll be taken to a screen confirming you’re all set.

How it works

Once set up, your team can start submitting bills through your dashboard. You can view the details of a bill within an expense in the Expense tab. You can access all submissions by going to Bills. To learn more about how bill pay works, see this help article.

Status

In this tab, all submissions will take on one of four statuses: outstanding, in progress, completed, or canceled.

• Outstanding: Bills that are past due, that have been drafted but not scheduled for payment, or that require approval. Under Outstanding, a bill can fall into these states:

  • Requires approval: The bill requires approval from an admin. If no approval is given, the bill cannot be paid out to the vendor.

  • Past due: The due date of the bill has already passed.

  • Drafts: A draft bill is a preliminary version of the final bill you wish to create.

• In progress: Bills that are processing or scheduled to be paid out at a later date. Under In Progress, a bill can take on the following states:

  • In progress: The bill is in the process of being paid out to the vendor.

  • Scheduled: The bill has been approved by an admin and is scheduled to be paid out.

• Completed: Completed bills.

• Canceled: Canceled bills.

Bills within these statuses might also fall into these states:

• Missing information: More information is needed.

• Draft complete: All information for the bill is complete and it can be scheduled for payment.

• Duplicate: We detected a duplicate of this bill.

• Past due: The date that the bill should have been paid out to a vendor has passed, but the bill hasn’t been paid.

• Approval required: The bill requires approval from an admin. Bills that need approval can be found under the Outstanding tab.

• Scheduled: The bill is scheduled to be paid out and has been approved.

• Processing: The bill is in the process of being paid out to the vendor.

• Canceled: The bill wasn’t able to be paid out to the vendor because it was canceled.

• Paid externally: The bill has been paid out successfully.

• Denied: The draft bill was denied by your admin.

• Mark as paid: Payment wasn’t initiated by Brex.

Budgets

Brex Essentials Vendor-specific budgets will be used to pay bill and associated with the one company policy.

Brex Plus Vendor-specific budgets can be created using procurement or group event budget templates.