How do account copilots work?

Account copilots (delegates) are users that are granted the ability to perform actions on another user’s (delegator’s) behalf. Some of these actions include:

• Adding receipts, memos, and comments to a user’s expenses.

  • When forwarding your delegator’s receipt from your own email address / text message as a copilot, it will automatically match with their transactions.

• Creating reimbursements on behalf of the delegator.

• Approving requests for reimbursements, card expenses, new budgets, or budget limit increases.

• Booking travel for the delegator.

Note: Granting copilot mode is an all-or-none experience, as specific actions/tasks can’t be omitted.

Copilots will receive a weekly email summarizing the actions that are required of the users that they copilot for.

Copilot mode

The account copilot can complete the actions listed above by accessing account copilot mode when signed in to their dashboard. This can be done by clicking your name in the top right corner and choosing the delegator’s name underneath Copilot access. If you’re a copilot for more than one user, you’ll see them all listed here.

You can tell when you’ve entered copilot mode based on the banner at the top of your screen.

Once in copilot mode, clicking on Wallet in your dashboard will show you any transactions or requests that your delegator would normally see. You can now address these as if they were your own. You can also assign a different budget to the delegator’s card by clicking Manage next to Selected Budget below their card. The Reviews and Audit trail for any actioned requests will reference both the copilot and the delegator they were acting on behalf of.

Adding a copilot to your account

Anyone has the ability to directly assign a copilot to their account. If you need, you can use this same process to add multiple copilots to your account.

Step 1: In your dashboard, click your name in the top right corner and go to Settings > Personal.

Note: Copilots cannot be added in your Brex app.

Step 2: In the Copilots for your account table, search the name of the employee you want to act as your copilot and select them from the dropdown.

Note: You can also remove copilots through this section of the details pane.

Adding copilots to another user’s account (account/card admin)

As an account admin, you can assign copilots to any users in the company.

Step 1: In your dashboard, click the Teams tab.

Step 2: Select the employee you want to assign a copilot to.

Step 3: At the bottom of the details pane, you will see the Copilots section. Search for the employee you want to act as the copilot and select them from the dropdown.

Note: You can also remove copilots through this section of the details pane.