# Brex for Zip Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/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](https://www.brex.com/submitting-an-application) 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](https://www.brex.com/multi-entity-accounts). Once added, ensure the [new entities are mapped](https://www.brex.com/accounting-automation). 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. ## Requesting a unique virtual card for an invoice Instead of attaching a Brex card to an intake request, you can also attach a unique virtual card tied directly to an invoice in Zip when a card is accepted as a payment method for the invoice. When receiving an invoice, approvers can issue a unique card by editing the _Payment Method_, selecting_ Create virtual card_, and configuring the card details, including card holder and start date. The card is tied to the invoice amount. Once the invoice is approved, the card will be sent directly to your vendor, or to the cardholder, depending on your selection. Zip will automatically create a bill entry in your connected ERP integration and close it once the transaction clears. To make a virtual card your default payment method moving forward, navigate to the vendor, select _Payment Method > Default to pay with virtual card_. ## 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](https://www.brex.com/manage-budgets-and-spend-limits). 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. In Zip, you can also submit disputes by selecting the relevant transactions, and clicking _Submit dispute._ If you are utilizing Brex cards with Zip accounting, admins and purchase request approvers can set additional merchant controls when issuing a card. Under _Additional controls_, select _Lock to a merchant _to pre-select merchants to tie to a card, or _Lock on next merchant, _to save the merchant information and apply the control moving forward after the next transaction you make. ## 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](https://www.brex.com/integration-exporting). 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.