Brex admins can more easily manage employee spend by creating policies, sending automatic reminders to employees who need to take action, and reviewing all out-of-policy transactions in their dashboard. Users can respond to the email reminders with their receipt and we'll automatically attach it to the transaction.
Expense policy setup
To create and manage your company’s expense policy for the first time, follow the steps below.
Step 1: Go to Expenses in your dashboard.
Step 2: Click Create expense policy.
Step 3: Customize your policy by indicating which transactions need receipts and memos.
Step 4: Click Next.
Step 5: Customize your alerts by selecting the transactions you’d like to receive alerts for and click Review.
Step 6: Choose whether to mute alerts for specific merchants, users, or categories. Click Review.
Step 7: Review your expense policy and alerts before sharing them with your company.
Expense management
To manage your existing expense policy, follow the steps below.
Step 1: Go to Expenses in your dashboard.
Step 2: Click Manage settings and click Edit to make changes to requirements for memos and receipts.
Step 3: Click Next to manage your alerts. Click the checkboxes to mute types of alerts or Mute specific merchants to only mute alerts for specific merchants. You can also choose to mute alerts for specific users.
Step 4: Click Review and Save.
To view and edit previously created exceptions, go to Settings > Expenses > Policy > Manage policy.
Expense review
Admins can review expenses that fall outside their company’s policy from the Brex dashboard. We’ll send weekly reminders to admins to review expenses for their direct reports.
All employee purchases that fall out of your policy will be flagged for review on the Expense review page under Expenses in your dashboard.
Use the search bar if you’d like to search for a specific transaction, user, or merchant within expense alerts.
You can filter out-of-policy alerts using the dropdown menus by department, user, or issue (missing receipt, memo, etc).
To resolve alerts, admins can click on each transaction individually or use the bulk selection tool by clicking the checkboxes on the left. Select from these actions:
Mark as reviewed: Approves the transaction.
Follow up: Sends an email reminder to the cardholder with an optional note. Cardholders can resolve missing receipt alerts by uploading a receipt per these instructions: How do I attach receipts to Brex transactions?.
Mute alert: Makes an exception and excludes the user or merchant from your policy.
If you accidentally approve a transaction, click Archive at the top of the Expense review page, find the transaction, and click Undo review.
Turn off expense policy
You can disable your expense policy by going to Expenses > Policy > Manage policy. Under Memos and Receipts, select Not required.
Turn off receipt/memo request
Reminders to add a receipt or memo to a transaction will stop being sent once an admin marks the transaction as reviewed.
Helpful resources
We're here to help you create a first-class expense policy. Please review this guide for expense policy suggestions and considerations:
Brex admins can more easily manage employee spend by creating policies, sending automatic reminders to employees who need to take action, and reviewing all out-of-policy transactions in their dashboard. Users can respond to the email reminders with their receipt and we'll automatically attach it to the transaction.
Expense policy setup
To create and manage your company’s expense policy for the first time, follow the steps below.
Step 1: In your dashboard, click your name in the top right and go to Settings > Expenses.
Note: If you signed up for Brex after March 23, your instructions will look slightly different. For more details, read: What are budget templates?.
Step 2: Click Manage next to Saved policies. On the following page, click Create new policy.
Step 3: Customize your policy by indicating which transactions need receipts and memos, and set a deadline for when those are due. You can then choose to send automatic follow-up reminders.
Step 4: Click Next.
Step 5: Customize your alerts by selecting the transactions you’d like to receive alerts for and click Review.
Step 6: Choose whether to mute alerts for specific merchants, users, or categories. Click Review.
Step 7: Review your expense policy and alerts before sharing them with your company.
Expense management
To manage your existing expense policy, follow the steps below.
Step 1: In your dashboard, click your name in the top right and go to Settings > Expenses.
Step 2: Click Manage next to Saved policies and select the policy you want to manage. From the details window, click Edit policy.
Step 3: Make changes to the policies name, categories, and other details, then click Next.
Step 4: Update your Card expenses or Reimbursements by clicking Edit next to either section. Once you’re satisfied with the changes, click Save.
Expense review
Admins can review expenses that fall outside their company’s policy from the Brex dashboard. We’ll send weekly reminders to admins to review expenses for their direct reports.
All employee purchases that fall out of your policy will be flagged for review on the Expense review page under Expenses in your dashboard.
Use the search bar if you’d like to search for a specific transaction, user, or merchant within expense alerts.
You can filter out-of-policy alerts using the dropdown menus by department, user, or issue (missing receipt, memo, etc).
To resolve alerts, admins can click on each transaction individually or use the bulk selection tool by clicking the checkboxes on the left. Select from these actions:
Mark as reviewed: Approves the transaction.
Follow up: Sends an email reminder to the cardholder with an optional note. Cardholders can resolve missing receipt alerts by uploading a receipt per these instructions: How do I attach receipts to Brex transactions?.
Mute alert: Makes an exception and excludes the user or merchant from your policy.
If you accidentally approve a transaction, click Archive at the top of the Expense review page, find the transaction, and click Undo review.
Turn off expense policy
You can disable your expense policy by going to Settings > Expenses > Manage and clicking on the specific expense policy under the Active tab. In the details window, click the three dots and choose Archive policy.
You can unarchive policies by going to the Archived tab, choosing the policy, and clicking Unarchive in the details window.
Turn off receipt/memo request
Reminders to add a receipt or memo to a transaction will stop being sent once an admin marks the transaction as reviewed.
Helpful resources
We're here to help you create a first-class expense policy. Please review this guide for expense policy suggestions and considerations: