Syncing reimbursements to your integration
Overview
Accounting for reimbursements is lightning-fast with our accounting integrations. Based on your ERP, certain advanced reimbursement features may be enabled, including the following:
- Reimbursements are automatically mapped to the employee’s correct entity.
- You can use mappings, rules, and manual overrides to auto-categorize each reimbursement to a GL code or other accounting fields.
- Reimbursements are exported in their funding currency.
- Reimbursements are exported in accrual accounting where available. Xero customers will be exported on cash accounting.
- Reimbursements paid from the parent entity will generate intercompany transactions.
To help speed up cash reconciliation, we’ll provide payout reports and reimbursement statements per your payment cycle configuration.
Setup
In order to get started on exporting your reimbursements from Brex, you need to first set up your ERP connection. You can click on your ERP below to learn more:
Exporting reimbursements
Brex allows you to export reimbursements to your ERP once you’ve connected it. You can learn more about connecting your ERP in their related articles: QuickBooks Online, Xero, NetSuite, Sage Intacct, Workday Financials, Oracle Fusion, and Custom Accounting. Reimbursements will appear in your accounting tab in order to be synced. Once they are prepared and contain all the accounting fields required, you can export them by moving the transactions to Export. You can configure the export format depending on your connected ERP.
Export formats
Journal entries: Reimbursements will show as journal entries in your ERP. You can choose to batch reimbursement expenses into a single journal or have a single journal per reimbursement. An open liability is recorded when a reimbursement is made. This liability is closed upon exporting reimbursement payments from the Accounting tab. The total of your payments to Brex will be a lump sum. This format is supported on QuickBooks Online, NetSuite, Sage Intacct, Workday Financials, and Oracle Fusion.
Vendor bills: Reimbursement will appear as vendor bills in your ERP. Employees submitting reimbursements in Brex will need to be a vendor in your ERP. We will automatically map the employee to the vendor record by name or email upon export. The reimbursement will be exported as open bills and will be closed automatically upon reimbursement payment export. Every reimbursement will have its own reimbursement payment line to be exported from the accounting tab. An open liability is recorded when a reimbursement is made. This liability is closed upon exporting reimbursement payments from the Accounting tab. The total of your payments to Brex will be a lump sum. This format is currently supported on QuickBooks Online, Xero, NetSuite, and Sage Intacct.
Troubleshooting
Switch export formats
You can switch between export options under your ERP settings > Export Types. We advise against frequent switching between export formats, as it may lead to data inconsistencies with your reimbursements. If you are considering changing your export format, ensure all reimbursements and reimbursement payments from the same statement period are exported in the same format.
For instance, if reimbursements from a new statement appear in the accounting tab before payment from the previous statement clears, export all reimbursements and payments from the prior statement to your ERP. Keep the new reimbursement in your accounting tab until you switch formats.
Closing exported vendor bills in ERP manually
If you process your reimbursements in Brex and issue payments from Brex, we close your employee vendor bills automatically when you export the reimbursement payments. Do not manually close bills, as this will lead to an error when attempting to export reimbursement payments to them.
If you are paying reimbursements outside of Brex, then you should close those bills manually when the payments to your employees are made from the system. Brex will not close employee vendor bills that are paid outside of Brex.