As an employee, you can submit reimbursement requests for expenses from your personal cards for your admin to review. To do so, follow the steps below.
In the dashboard
Step 1: Under the Expenses tab of the Brex dashboard, click Requests.
Step 2: Go to the Your requests tab and, at the top right, click New reimbursement.
Note: If you’re not an admin, instead go to Requests > Your expenses, click New request at the top right, and select Reimbursement.
Step 3: Follow the next steps to link a personal bank account to where the reimbursement will be sent.
Step 4: The required fields for submitting a reimbursement are:
Merchant
Merchant category
Amount
Receipt attachment
Memo
You’ll be able to see the status of your reimbursement under Expenses > Your Requests.
In the app
Before trying to submit a reimbursement through the Brex app, first connect a receiving bank account from your Brex dashboard, then follow the steps below.
Step 1: From the bottom of the homepage, tap Request reimbursement.
Step 2: Enter the name of the merchant, the amount, and select the purchase date.
Step 3: Add a receipt, either by taking a photo or uploading an existing image from your photo library.
Step 4: Enter a memo and tap Continue > Submit.
You can view previously submitted reimbursement requests from your app’s homepage by clicking View next to Reimbursements. Canceling previously submitted requests, however, can currently only be done from your dashboard.
By email
Submitting a reimbursement request via email will create a draft reimbursement. You can then sign in to your dashboard and submit the reimbursement for admin approval.
Step 1: From the same email address you use to sign in to Brex, write an email to reimbursements@brex.com.
Step 2: Set the subject line as your desired memo.
Step 3: Attach the receipt for the transaction you want reimbursed.
As an employee, you can submit reimbursement requests for business expenses that were paid out of pocket by following the steps below.
In your dashboard
Step 1: Go to either Wallet or Expenses 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. Brex will automatically read all the receipts and pre-fill data for you.
Step 4: Enter the details for all the required fields and press Submit.
In your app
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. Brex will automatically read all the receipts and pre-fill data for you.
Step 4: Enter the details for all the required fields and press Submit.
Via email
Submitting a reimbursement request via email creates a draft reimbursement request in your dashboard. You can then sign in to your dashboard and submit the reimbursement request for 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 3: 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 4: Sign into the Brex dashboard and find the draft reimbursement(s) in your Inbox.
Step 5: Fill out any remaining details and submit the reimbursement(s).
Bulk upload
You can upload all your receipts at once, and Brex’s 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.
No receipt?
If you’re missing or weren’t issued a receipt, click Missing or don’t have a receipt? during your submission process. Note that your admin may reach out to you before approval for more information.
Viewing saved drafts
You can save reimbursements as a draft to be submitted later. You can find draft reimbursements in the Inbox page and the status of your reimbursement under Expenses > Your Requests.
Cancel a reimbursement request
If you need to cancel the reimbursement request after submission, go to Expenses in your dashboard and click the reimbursement. In the details panel, you’ll see an option to cancel.
Reimbursements that have been already approved cannot be canceled, but domestic employees can repay them. International employees may need to work out alternate arrangements with their account or card admin.