Account and card 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
Account and card admins can review expenses that fall outside their company’s policy from the Brex dashboard. We’ll send weekly reminders to account admins, card admins, and managers 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, account and card 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 account or card 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:
Account and card 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 by using budget templates.. Users can respond to the email reminders with their receipt and we'll automatically attach it to the transaction.
To create and manage your company’s expense policy for the first time, follow the steps below.
Brex Essentials Expense policy setup and management
To edit your default policy, follow the steps below.
Step 1: In your dashboard, click on your name in the top right corner and go to Company settings.
Step 2: In the Expenses tab, click on Manage next to Policy.
Brex Plus Expense policy setup and management
Step 1: In your dashboard, click Budgets > Budget templates.
Step 2: Select the template you wish to manage and click Edit.
Step 3: Customize your policy by indicating the policy currency and which transactions need receipts and memos based on the category and merchant.
Step 4: Click Next.
Step 5: Review your expense policy before sharing them with your company.
Expense review
Account and card admins can review expenses that fall outside their company’s policy from the Brex dashboard. We’ll send weekly reminders to account admins, card admins, and managers 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, an account or card admin 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 receipt/memo request
Reminders to add a receipt or memo to a transaction will stop being sent once an account or card admin marks the transaction as reviewed.