Brex for Zip
Overview
Our partnership with Zip integrates Brex cards with Zip's procurement and intake software. With Brex for Zip, you can create a new virtual card to pay for purchases directly within your Zip workflow. Brex for Zip streamlines the procurement process, maximizing rewards and reconciling faster.
To utilize this integration, you will need an active Brex and Zip account. If you are not a Brex customer yet, please see this article for more information on getting started.
Getting started
To get started as an admin, confirm with your Zip representative that your account has the necessary entitlements.
Once confirmed, follow the steps below to set up the integration:
Step 1: To set up Brex virtual cards in Zip, confirm that you have the Manage virtual cards - Edit permissions in Zip.
Step 2: Navigate to Company settings > Virtual cards, and connect your Brex account to your Zip account. The person performing this action also needs to be a Brex account administrator.
Step 3: In Company settings > Virtual cards, map your Zip subsidiaries to their corresponding Brex entities. Click Activate for each mapped subsidiary that you want to issue Brex virtual cards from.
Note: Once mapped, this cannot be updated in Zip. Instead, you can add subsidiaries in Brex at any time by following the steps in this article. Once added, ensure the new entities are mapped.
After your Zip account is connected to your Brex account, Zip will attempt to automatically match all Zip employee user accounts to their respective Brex employee user accounts based on email addresses. Review existing workflows for opportunities to set virtual cards as the default payment method.
Requesting a card
As an employee requesting procurement spend, you can request a Brex card by following your existing Zip workflows.
Admins can approve any open request for a virtual card by editing the Payment Method on the request. To learn more about optimizing your implementation, contact your Zip representative.
Viewing and using your Brex card in Zip
Once the card is approved by an admin, navigate to your Virtual Card tab to view the card details in Zip. Ensure that the required virtual card details are filled out, such as subsidiary, department, and policy.
Depending on the setup of your integration, you will also be able to view and manage your card in Brex. Reach out to your account admin to learn more.
If you are utilizing Brex cards with Brex accounting, you will be able to view your card in your Brex dashboard, as well as manage expenses made with the new card, including uploading receipts, and view accounting information mapped from Zip. To manage the associated limit, follow the steps in this article.
If you are utilizing Brex cards with Zip accounting, you can only view the card in Brex if you have access to Brex. All cards are managed directly in the Zip transactions page where you can change accounting information, upload receipts, add memos, and manage your virtual card.
Automating expense coding in Brex
If you are utilizing Brex accounting for your transactions, follow the steps below to ensure your expense coding in Brex is fully automated. When Zip creates a Brex virtual card, Zip will pass subsidiary, location, vendor, department, and ERP Item or Account fields to Brex.
Step 1: In your Brex dashboard, navigate to Accounting > Manage Automations > Create mapping.
Step 2: Proceed to map each Zip field to the respective Accounting field, and click Create. To automate this process moving forward, turn on Automatically accept all future exact name matching suggestions for each automation mapping. With this setting, Brex will automatically map values from your connected ERP in Brex to the corresponding values in Zip.
Reconciling expenses in Brex
When using Brex for Zip, all cards that are created are linked back to the Zip request.
Follow the steps in the section above to set up Brex accounting. Once set up, your expenses will be recorded in Brex, and can be exported to your existing ERP integration. To learn more, see this article. Accounting fields such as entity, department, and GL code are synced from Zip over to Brex.
Reconciling expenses in Zip
To reconcile Zip transactions with your Brex statement, follow these steps:
In Zip
Step 1: In your Zip account, go to Transactions > Export virtual card transactions, and set the date range to match the statement period you want to reconcile.
Step 2: Choose Payments and Refunds for the transaction type.
Step 3: Ensure the REFERENCE ID column is enabled for export and click Export.
In Brex
Step 1: Navigate to Accounts > Credit, and select the relevant entity.
Step 2: Filter the date range to match your reconciliation period and add a filter for Partner and select Zip.
Step 3: Click Download as CSV. You will find the Zip REFERENCE ID under the CARD TRANSACTION REFERENCE ID column in the Brex Statement.
Disconnecting the integration
Please contact your Brex representative for support in disconnecting the integration.