Expense policies

To edit your policy, follow the steps below.

Step 1: In your dashboard, click Cards and limits > Manage policies.

Step 2: Customize your policy by indicating the names and details, receipts and memos, merchant and category rules, and approval chains.

Here are some examples of how you can customize your policy:

• Toggle on
  • Use this policy for Bill Pay
  • Write this policy in a non-USD currency to choose from any of the available currencies.
    • The currency you choose will be the base currency that we write your policy in. Transactions made in any other currencies will be converted. You can choose from any of the available currencies. For more information on available currencies, see the section on Manage Expense Policy Currency.
• Require receipts and memos based on merchant or category exceptions.
• Flag or block expenses with customizable merchant and category rules.
• Add approval chains, which you can read more about here.
• Additional documentation controls:
  • New for Spring Require accounting field

As soon as you update a policy’s rules, current and future expenses will start referencing the new rules.

By default, you'll have 3 policies that can be customized to your company’s needs:

1. Travel
2. Stipends
3. General

To create and manage your company’s expense policy, follow the steps below. Step 1: In your dashboard, click Cards and Limits > Manage policies. Step 2: Select the policy you wish to manage and click Edit next to Expense policy. Step 3: Customize your policy by indicating the receipts and memos, merchant and category rules, and approval chains. Here are some examples of how you can customize your policy:

• Toggle on or off:
  • Use this policy for
    • Brex travel
      • Creating travel and expense rules, such as creating parameters for spend on meals. Read about customizing travel policies here.
    • Bill pay
  • Write this policy in a non-USD currency
    • The currency you choose will be the base currency that we write your policy in. Transactions made in any other currencies will be converted. You can choose from any of the available currencies. For more information on available currencies, see the section on Manage Expense Policy Currency.
• Requiring reviews/documentation for specific merchants or categories. Read about approval chains here.
• Additional documentation controls:
  • Require expense category
  • Require VAT documentation
  • New for SpringRequire accounting field
• Setting smart merchant and category blocks on Brex cards
• Define automated audit rules to flag high-risk items on itemized receipts, such as those that contain alcohol, cigarettes, gift cards, flight upgrades, lottery tickets, or political spend.
• Setting role-based dynamic policy exceptions for receipts, memos, and merchant or category rules.
  • Selecting Add rule for certain users allows you to customize exceptions based on employee attributes, including role, department, and cost center or specific employees orNew for Spring Early accessuser field.
  • Note: You can drag and drop exceptions in the order you wish to take priority if an employee falls into multiple exceptions

Step 4: Click Next. Step 5: Review your expense policy before sharing them with your company. As soon as you update a policy’s rules, current and future expenses will start referencing the new rules.

You can choose whether or not to require spend limits on bills or reimbursements in Settings > Expenses.

If, after you’ve made them optional, a reimbursement or bill doesn’t have an assigned spend limit, we'll apply the default policy. As a result, any approval chains that policy has will also apply to the expense.