Expense reimbursements

Step 1: Go to Accounts and click Reimbursement Setup or Company settings > Plan > Set up employee reimbursements. Step 2: Go through our step-by-step guide to set up funding sources and payment settings. Step 3: Choose whether to fund your reimbursements through your Brex business account or a US-based external bank account that has already been linked to your Brex account. If you cannot connect your external bank account through your dashboard, you won’t be able to use it for reimbursements. Note: The main account needs to be funded by a US-based bank account. Step 4: Set up hierarchical approvals and invite employees. All your invited employees can utilize Brex reimbursements through the web or mobile app. You can also adjust your employees’ permissions to let them submit reimbursement requests even if they don’t have access to a Brex card. By default, payments for your main account are pulled daily. Your payment cycle determines the frequency of the bulk pulls from your funding source and the batched payouts to your employees.

By default, reimbursements for all your subsidiaries are funded by your parent entity in USD. However, you can choose to separate reimbursement payments by configuring different funding sources, or locally funding your reimbursements for each individual entity.

Step 1: Go to Account > Reimbursements.

Step 2: Under Balance, you can see the entities that are paid with the parent. Click Manage.

Step 3: On the side panel, click Set up individual payment for the specific entity. Each entity can configure its own funding source and payment cycle, as applicable.

Note: Payment cycles are defaulted to “daily.” Your payment cycle determines the frequency of the bulk pulls from your funding source and the batched payouts to your employees.

Step 4: Click Review. Review details, agree to the terms, and click Confirm.

Step 1: Go to Wallet and click Request reimbursement. Step 2: Select Out of pocket or Mileage based on your reimbursement. If you haven’t already, you will be asked to connect your personal bank account to receive your funds. Step 3: Upload one or more receipts when prompted. We’ll automatically read all the receipts and pre-fill data for you. If you’re missing or weren’t issued a receipt, click Missing or don’t have a receipt?. Your account or card admin may reach out to you before approval for more information. Step 4: Choose the spend limit to fund your reimbursement request. Step 5: Enter the details for all the required fields and press Submit.

Step 1: After opening your app, tap Request reimbursement. Step 2: Select Out of pocket or Mileage based on your reimbursement. If you haven’t already, you will be asked to connect your personal bank account to receive your funds. Step 3: Upload one or more receipts when prompted. You can take a photo of your receipt or upload multiple images from your phone’s photo library. We’ll automatically read all the receipts and pre-fill data for you. If you’re missing or weren’t issued a receipt, click Missing or don’t have a receipt?. Your account or card admin may reach out to you before approval for more information. Step 4: Enter the details for all the required fields and tap Submit.

Requesting a reimbursement via email creates a draft reimbursement request in your dashboard. You can then sign in to your dashboard and submit the reimbursement request for account or card admin approval. Step 1: From the same email address you use to sign in to Brex, begin drafting an email to reimbursements@brex.com, with your desired memo as the subject line. Note: You can forward an existing receipt email to reimbursements@brex.com with your desired memo as the subject line. No need to upload any additional documentation to the email body. Step 2: Attach one or more receipts for the transaction(s) you want to be reimbursed. A reimbursement request will be created for each receipt attached. Step 3: Sign into the Brex dashboard and find the draft reimbursement(s) in your Inbox. Step 4: Fill out any remaining details and submit the reimbursement(s).

You can upload all your receipts at once, and our top-of-class algorithms will automatically parse your reimbursement receipt images. Prior to submission, you can make adjustments to the information or fill out any missing details. We recommend using the memo field to enter your trip or report description, so account and card admins can quickly approve all relevant reimbursements. Note: Bulk uploading still creates individual reimbursements.

Step 1: Go to Trips and click on the trip you want a reimbursement for. Step 2: Click the three dots and choose Request reimbursement.

When going through the flow to submit a reimbursement request, the Amount field may auto-populate to the entire cost of the expense you’re requesting reimbursement for. If you need to request a partial reimbursement that is less than the amount of the expense, you can manually change the Amount field during the submission process.

For example, let’s assume you made a purchase for $150 but only need to reimburse $100. You can manually update the Amount field to $100.

You can separate your receipt across multiple spend limits by submitting multiple reimbursement requests with the same receipt and assigning to the right spend limit. For example, if you made a purchase for $150, but $80 is for spend limit A and $70 is for spend limit B, you’d start by submitting one reimbursement request for spend limit A. For this request, you can upload the receipt and set the requested reimbursement amount to $80. After submission, submit another reimbursement request for spend limit B by uploading the same receipt and setting the requested reimbursement amount to $70. You can use the memo and comment thread to provide context to expedite approval.

Step 1: Go to Wallet and click on the personal reimbursement request you want to cancel. Account admins and card admins can see reimbursement requests submitted by their entire team in Expenses. Note: You cannot cancel a pending reimbursement that you didn’t request. Step 2: At the bottom of the details window, click Cancel request. Your account or card admin can also deny your reimbursement request by clicking Deny here, instead.

Account and card admins can rapidly filter and bulk approves reimbursements from the Expenses page in your Brex dashboard. Here, you’ll find a side panel that lists out all of your company.

By clicking Group, you can organize the list based on employee, trip, or other commonalities, so that you can view reimbursement requests in context to one another.

Clicking Add Filter narrows down your search by parameters such as how many reimbursements have yet to be paid out, what expenses are pending for a specific subsidiary, or which expenses aren’t compliant. You can use more than one filter at a time.

From here, you can bulk approve reimbursements by checking the boxes on the left side of each individual reimbursement or the box above to select all requests in a common group.

You can leave comments on a reimbursement request to ask the employee for more information about the transaction. Add a ‘@’ followed by the user’s name to tag them, or click Remind about documentation to send them an automated reminder.

You can configure your policies to auto-approve reimbursements that are under a certain dollar amount.

In your dashboard Step 1: Go to Cards and Limits > Budget templates and click View all. Read this help article for more information on budget templates.

Step 2: Select the template you want to edit or click General to apply to all reimbursements not part of a template.

Step 3: Go to Expense policy and click Edit.

Step 4: You can skip the first page by clicking Next.

Step 5: Click Edit to modify the approval flow for reimbursements.

Step 6: Under Approvers, click Add Rule.

The default rule lets you choose the minimum dollar amount that requires approval from an account or card admin. For example, if you want reimbursements under $25 to be automatically approved, change For expenses equal to or above to $25.

You can configure secondary approvals for reimbursements by clicking Add another approval step. This adds another approver to pass the approval chain to after the primary approver has signed off.

You can also click Add another rule to make the required approval threshold even more specific. For example, you can configure auto-approval under $25, add single approval for expenses from $25 to $75, and a secondary approval for expenses over $75.

If the personal bank account information is not valid, the employee will need to reconnect their bank account. You can leave a comment in the details pane to help communicate this. After the employee has updated their bank account, we’ll automatically retry any failed reimbursements.

An error message referencing the company bank account may indicate that the bank account used for funding reimbursements doesn’t have enough funds available. If you still want to use this account to fund the reimbursement, you’ll need to increase its balance before retrying. Otherwise, you can choose to use a different bank account that already has the funds available.

After making sure your designated bank account has enough funds to cover the reimbursement, an account or card admin can click Retry payment at the bottom of the detail pane to pay the employee’s reimbursement.