Brex Empower Platform

What do the different expense filters mean?


General

  • Amount: Filter for expenses of a certain amount

    • Input only a min value for “greater than.”

    • Input only a max value for “less than.”

    • Input both a min and max value to specify a range.

  • Approval: Filter for expenses based on where in the chain of approval they currently stand

    • Pending your approval: You’re currently up in the review chain. Other users might also be able to approve this expense too.

    • Pending another approval: Other users are in the review chain before you, or you might not be in the review chain at all.

  • Budget: Filter for expenses that belong to certain budget(s)

  • Expense owner: Filter for whose expenses to show

    • Everybody: Show everyone’s expenses for the budgets you are a part of. If you’re an admin this will be everyone’s expenses for every budget.

    • My organization: Show everyone in your reporting pyramid’s expenses for the budgets you are a part of.

    • My team: Show only your direct reports’ expenses for the budgets you’re a part of.

    • My own: Show only your expenses for the budgets you’re a part of.

  • Type: Filter for a certain type of expense

    • Card expense: The expense came from a Brex-issued card.

    • Reimbursement: The expense came from a reimbursement request.

    • Repayment: The repayment came from either a card or reimbursement request.

  • User status: Filter for expenses that are tied to a certain type of user

    • Active: The user is currently active.

    • Deleted: The user has been deleted. Deleted users cannot be reactivated.

    • Disabled: The user who previously had access, but has since had access removed, either because they left the company or an admin temporarily removing access. Disabled users can be reactivated.

Status

  • Approval status: Filter expenses based on their current status of approval

    • Submitted/Repayment requested: An expense is submitted for approval, but is currently either waiting on approval or is missing receipt/memos according to the expense policy.

    • Approved: An expense is approved and fully compliant with the policy, or has been approved by an admin with an override of the policy requirements.

    • Canceled: A reimbursement expense was canceled after being submitted or a card expense was declined at time of card swipe.

    • Denied / Pending repayment: A reimbursement or card expense was denied by a reviewer or is pending repayment.

  • Payment status: Filter expenses based on their current status of payment

    • Processing/Not paid: The expense’s payment is processing.

      • For card expenses, the payment is pending and hasn’t cleared yet.

      • For reimbursements, the funds are currently being sent to the employee.

      • For repayments, the payment is processing and hasn’t completed yet.

    • Declined/Failed: The payment for an expense failed. The expense details panel provides the detailed reasons why a payment failed.

      • For card expenses, the payment was declined.

      • For reimbursements, the payment to the employee failed for a certain reason.

      • For repayments, there was a failure in completing the repayment.

    • Completed/Paid: The payment has completed or been paid to employees.

      • Completed is used for card expenses and reimbursements.

      • Paid is used for repayments.

    • Chargeback: A chargeback was initiated for a card expense.

    • Cash advance: A cash advance was taken using a card.

    • Refunded: A card expense was refunded.

    • Refunding: A card expense whose refund is in progress.

Compliance

  • Attendees

    • Government official added: A government official was added as an attendee on the expense

  • Documentation & reviewer deadlines (Only visible if you’ve set this up)

    • Documentation: Only show expenses that are missing documentation

    • Review: Only show expenses that are still pending review/approval

    • Completed: Only show expenses that have complete documentation, even if still pending review/approval

  • Memo

    • Memo added: The expense currently has a memo, regardless of policy.

    • No memo: The expense doesn’t currently have a memo, regardless of policy.

  • Policy flags

    • Missing memo: The expense policy requires a memo, but none has been added.

    • Missing receipt: The expense policy requires a receipt, but none has been added.

    • Exceeds per diem: This expense brought the user over their per diem limit.

    • Missing attendees: The expense policy requires attendees, but none have been added.

    • Other reasons - The expense policy has flagged this expense due to another policy rule (disallowed merchants or merchant categories, invalid receipt, etc.).

  • Receipt

    • Receipt added: The expense has a receipt, regardless of the expense policy.

    • No receipt added: The expense doesn’t have a receipt, regardless of the expense policy.

Date

  • Date assigned to me: View expenses by the date that it was assigned to you in the review chain.

  • Posted date: View card expenses by the date that the card swipe settled. View reimbursements by the date that they received final approval.

  • Purchase date: View reimbursements based on the date the transaction happened (date on the receipt). View card expenses by the date that the card was swiped.

  • Reimbursement submission date: View reimbursements based on the date that they were submitted. Selecting this filter will only show you reimbursement expenses.

Accounting

  • Billed entity: Filter for expenses that belong to a certain billed entity.

  • Expense category: Filter for expenses that are part of a certain expense category.

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