How the Accounting page works

OverviewGetting started as a first time-userAccounting fieldsAccounting journalExport history

This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.

Overview

Account admins and bookkeepers can expedite accounting workflows by leveraging our direct ERP integrations or by downloading transactions via CSV files.


Getting started as a first time-user

To set up your accounting tab for the first time, please follow our guidelines below. Step 1: In your dashboard, go to Accounting > Get started > Continue. Step 2: Select your integration from the list of options and press Continue. If you don’t see your integration, select I don’t use any of these to use Custom Accounting. Note: You can access the list of the supported ERPs here. Step 3: Follow the prompts on the screen to enable token authentication and review your connection. Step 4: You’ll be redirected to the Integrations page in your dashboard. Confirm that your integration has been successfully connected. Step 5: Go back to Accounting and check that your fields were successfully imported. Once the importing is complete, you’ll see a green banner at the top of the page:

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Step 6: Click Get started at the top of the page and set up your GL mappings. Step 7: Choose the key GL accounts so we know how to post your transactions. You can set key accounts such as accounts payable, card collections, or rewards credit. Step 8: [Optional] Create mappings to help you auto-categorize your transactions. You can also set these later in Accounting > Field and rules. Note: You can refresh your integration and sync over any changes that you made in your ERP by going to Accounting > ERP settings. On the Integration Management section, click on Refresh.


Accounting fields

If you connect an ERP, we’ll automatically import your fields. To view fields brought in from your ERP integration or edit any existing custom accounting fields, go to Accounting > Fields & rules. You can find more details about accounting fields here.


Accounting journal

Admins have access and can delegate access to the Brex accounting journal, where you’ll find tools to help you close the books. When you click Accounting from your dashboard, you’ll have access to the page with your transactions, where you can navigate and access the main functionalities within the ccounting module.

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Exporting journal entries

The accounting journal is optimized for accounts payable (AP) teams with two roles in mind: a preparer and an exporter. Whether you have two separate employees doing this or one person acting as both a preparer and reviewer, you can use our process to guarantee your transactions are coded correctly before exporting.

Prepare tab

Accounting teams can use this table to categorize their transactions and get them ready to post in their ERPs. To prepare transactions, go to Accounting > Prepare.

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You can action each transaction on this page in any of the following ways:

  • Update GL accounts, department, location, class, and other accounting fields
  • Search and filter transactions
  • Comment to the expense owner by clicking on each transaction
  • Access an audit log that shows transaction editing history

You can insert values into fields through Brex Assistant. Suggestions are displayed based on similar-pattern recurring transactions.

Bulk actions on transactions

You can bulk edit your transactions in Prepare by following the steps below.

Step 1: Select all transactions you’d like to edit. You can click Select all [#] to choose all of them.

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Step 2: Choose to either send all transactions to review, export them, download them, or edit a field.

Sending transactions to review

You can send transactions to review by selecting a transaction or transactions, and clicking Send to review. This moves them to Review.

Review tab

Transactions that you’ve sent to review will show up on the Review tab. These transactions are ready for a final review before exporting. Go to Accounting > Review to view all transactions that are ready for review and export. Note: You’ll have the same filters and search functions as those from the Prepare tab, but can only export or send transactions back to prepare. You cannot edit any fields for any transactions. To export transactions, select a date range and all transactions, or select individual transactions and click Export. To re-categorize a transaction, select it and click Send back to prepare. After a transaction is sent back to prepare, it will be flagged on the Prepare tab with a Send back for Review flag. You can filter these using the Sent back for review option in the Accounting flag filter.

Exported tab

The Exported tab displays all transactions exported from Brex. Here, you’ll see all the individual transactions that have been successfully exported. You can click on any of them to view the transaction details. You can still add documentation (memos, receipts) to exported transactions.

Download transactions

Admins can download transactions from the accounting journal as a .csv, .xlsx, or .txt file by following the steps below. Step 1: Go to Accounting and choose one of the existing tabs: Prepare, Review, or Exported. Step 2: Select the set of transactions you want to download and click the download icon on the top right of the table:

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Step 3: Choose the format that you want and click Download.

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Customizing your accounting experience

New for Summer

Within the Accounting Journal, you can customize your experience using any of the following options.

Rows per page

At the bottom right of the table, you can click on the tab to choose the number of records to be displayed per page from the available options.

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Quick filters

At the top left of the table, we have some suggested filter options that help visualize common situations for various users.

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Custom filters

You can combine more than one criterion to help locate and categorize records. To remove a filter individually, click on the 'x' next to it, or click on Clear filters to remove all active filters.

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Visible columns and display options

Click the gear icon in the top right of the table to customize the column settings. Here, you can choose which columns will be displayed (by checking the checkbox to the right of each one) and customize the order in which they appear in the table (by dragging the fields when clicking and holding on the dots to the left of the name of each column). You can also pin columns to the left of your screen by dragging a column all the way up to Pinned.

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You can choose the best display format by clicking Display options or the gear icon.

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ERP effective date column

New for SummerPremiumEnterpriseP-card

QuickBooks Online and NetSuite users can use the ERP effective date column to choose the date on which a given transaction will be booked to your ERPs. You can choose to display this column in the Accounting Journal by clicking on the gear icon on the top right of the table and selecting the corresponding toggle.


Export history

New for Summer

Export history displays the history of all attempts to send transactions, regardless of whether they were successful or failed to synchronize. To access this information go to Accounting > Export history. Here, You can see the list of exports made and their status.

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Click a record to open the side menu to see more information.

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Sending back transactions to prepare

Account admins can re-export transactions that were previously exported, by sending them back to your accounting journal. We won’t delete exported entries from your ERP. Step 1: Go to Accounting > Export history, and click on an export row with a green Exported status that you want to re-categorize and re-export. Step 2: In the details window, click Send back to transactions to prepare.

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Step 3: Carefully read the warning sign and click Send back to prepare. The transactions that comprised this export will now appear on the Prepare tab of your accounting journal.

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Step 4: The transactions you sent back will have a Previously exported tag to reduce the risk of posting duplicate entries on your ERP.

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