Brex Notifications

• Notifications:
  • Notification when a card has been locked or unlocked.
  • Notification when a card has been issued, replaced, or cancelled.
  • Notification on your card shipping status.
• Action to Take:
  • Review card status: Check and update your card status as needed.
  • Track shipping status: Follow along for updates on your card shipping.

Brex aims to automate receipt matching, but sometimes, a receipt or memo is still needed to ensure compliance. If you have an expense that is missing information, you will receive an email every Monday until action is taken.

• Notifications:
  • Push notifications (mobile app) or SMS messages (if enabled)
    • 2-7 days after the expense has been made, you will be reminded to add documentation if needed.
    • You will be notified if a receipt or memo has been added successfully.
  • Email reminders if the expense is missing information.
• Action to take:
  • Upload Receipt: If prompted for a missing receipt, attach a photo of your receipt using the Brex app, or upload an image/PDF from your device. For certain common vendors, Brex may auto-generate a virtual receipt, and you'll be notified that no action is needed.
  • Add Memo: If a memo is required for context, type in a brief explanation of the expense in the designated memo field in the app or dashboard. Brex AI might even suggest memos based on your transaction.

Stay informed about the status of your card transactions.

• Notifications:
  • Notifications when a card transaction has cleared via SMS or push notification.
  • Immediate alerts if a transaction is declined, often with a reason (e.g., over limit, wrong merchant category).
  • SMS or push notifications if Brex detects unusual or potentially fraudulent activity on your card, which may result in an automatic card lock.
  • One-time passwords (OTP) via email or SMS for 3D Secure (3DS) online transactions.
• Action to take:
  • Review Transaction or Decline Reason: Check the details of cleared transactions to ensure accuracy. If a transaction is declined, review the reason provided.
  • Review Activity: If your card is automatically locked due to suspicious activity, review the flagged transactions. If you recognize them, you can unlock your card directly from the notification. If you don't recognize them, immediately dispute the transaction through the Brex dashboard or contact Brex Support.
  • Verify 3DS Transactions: Input the OTP received via email or SMS into the merchant's website to complete the secure online transaction.

Keep track of your out-of-pocket expense reimbursement requests.

• Notifications:
  • Notifications when your reimbursement request has been submitted.
  • Alerts when your request has been approved and is being processed for payout.
  • Notifications if your request has been denied, often with a reason provided by your approver.
• Action to take:
  • Track Status: View the status of your reimbursement requests in the Brex app under Wallet or Reimbursements, or on the dashboard under Expenses > Your requests.

Be aware of changes to your spending power and assigned budgets.

• Notifications:
  • Notifications when a new spend limit or budget has been assigned to you.
  • Alerts if an existing spend limit or budget amount has been updated or closed.
  • Notifications on the approval or denial of any spend limit increase requests you've submitted.
  • Notifications when you're approaching or have exceeded the limit amount, expiration date, or reset date.
• Action to take:
  • Review Limits: Check your updated spend limits and budget allocations in your Brex app or dashboard to understand your available spending power and any associated rules.
  • Track Requests: If you requested a limit increase, monitor the notification for its approval or denial status.

Stay engaged in discussions related to your expenses or financial tasks.

• Notifications:
  • Notifications when someone (like your manager or an admin) leaves a comment on one of your expenses or financial tasks.
  • Alerts if you are tagged (@mentioned) in a comment.
• Action to take:
  • Respond to Comments: Navigate to the expense or task in question to view and respond to comments, providing any requested information or clarification.
  • Resolve Tasks: Once an issue or discussion is resolved, you can often mark the comment or task as complete to clear it from your active notifications.

This is the most common notification for approvers, indicating that an employee's expense, reimbursement, spend limit request, or payment requires your review and approval.

• Notifications:
  • Email notifications: Often include a direct link to the item for quick review and may even allow for direct approval/denial from the email (e.g., for bill payments).
  • Push notifications: Sent to your mobile device via the Brex app, alerting you to new pending tasks.
  • In-dashboard alerts: Outstanding requests are consolidated in your Tasks page and relevant sections (e.g., Expenses, Bills).
  • Slack/WhatsApp notifications: If integrated and enabled by your admin, you may receive alerts in your communication channels.
• Action to take:
  • Review Details: Click on the notification or navigate to the relevant item in the dashboard or app. Thoroughly review all associated details, including the merchant, amount, date, attached receipts, memos, and any compliance flags.
  • Approve: If the request aligns with company policy and has sufficient documentation, approve the item.
  • Deny: If the request violates policy, lacks necessary documentation, or is otherwise inappropriate, deny it. Provide a clear reason for denial to the employee.
  • Request More Information: If you need further clarification or additional documentation, you can communicate directly with the employee through comments on the expense or request.

Brex utilizes AI and your configured policies to automatically flag expenses that may be out of compliance. As the approver, you will receive an email every Monday that lists card expenses or reimbursements that require further review by your employees.

• Notifications:
  • Alerts within the Expenses section of the dashboard, often highlighted or prioritized.
  • Notifications via the channels you've enabled, indicating an expense needs closer inspection due to a potential policy violation.
• Action to take:
  • Investigate Flagged Expenses: Review the expense flagged by Brex AI. Understand why it was flagged (e.g., missing specific memo details, potential high-risk transaction, exceeding a soft limit).
  • Decide on Action: Based on your investigation, you may:
    • Approve with Exception: If there's a valid business reason for the deviation.
    • Request Clarification: Ask the employee for more details to understand the context.
    • Deny: If the expense is clearly non-compliant and cannot be justified.

If your Brex Business Account has custom payment approval chains set up, you may be a secondary approver for certain payment thresholds or for payments initiated by other admins.

• Notifications:
  • Email notifications with a link to review the payment request.
  • Notifications in your dashboard Tasks page specifically for payment approvals.
• Action to take:
  • Review Payment Details: Carefully check the payment amount, recipient, purpose, and all relevant documentation.
  • Approve/Deny: Authorize the payment if it meets all requirements, or deny it with a clear explanation if there are issues.

By actively managing these notifications, Brex approvers can ensure a smooth, compliant, and efficient financial workflow for their organization.