How do I book a trip with Brex travel?


If Brex travel is enabled on your company’s Brex account, all employees with access to travel spend limits will have the ability to book a trip. If you’re acting as an account copilot for another user (see How do account copilots work? to set this up) you can also book travel on their behalf when copiloting their account.

If your trip includes multiple travelers, you can have each user book separately or set up a group event by following the steps outlined in Can I plan a team event with Brex travel?.

Per our Platform Agreement, Brex travel can only be used for business-related travel.

Note: If your team doesn't have access to Brex travel, an account or card admin can go to Company settings > Plan and billing in the dashboard. From here, you can click on Enable travel, or Schedule a call to learn more.

Flights

Step 1: In your Brex dashboard or mobile app, click Trips to start a new trip.

Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest using the dropdown arrow.

Step 3: Go to the Flights tab and fill in the trip details, such as location and dates.

Step 4: Select your spend limit under the Book with spend limit dropdown menu and click Search.

Note: If there is no travel spend limit listed, select Request a spend limit. Once your request is approved, you can use that spend limit to book travel.

Step 5: Select your flight type: round trip, one-way, or multi-city. Enter your search criteria, and click Search. To narrow or change your search results, use the filters at the top of the page. Select the flight you want to book by clicking on the price > Select.

Step 4: Review your booking details, fill in Traveler details, Seat & Baggage selection, then select Next. If you chose to book on behalf of a guest traveler, fill out their information here.

A popup may alert you that the travel you are booking is out of policy, is a separate ticket booking, or is nonrefundable. Continue on to review your booking. If necessary, you may need to select an out-of-policy booking.

Step 5: Click Book flight to complete your booking. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method.

Note: Airline loyalty points/miles cannot be used to book flights via the Brex travel platform. We recommend that you work directly with the airline to redeem loyalty points outside of Brex travel.

Once your flight is booked, you can add a hotel and/or rental car to your trip by clicking Add another reservation to trip.

Hotels

Step 1: In your Brex dashboard or mobile app, click Trips > Hotels to start a new trip.

Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest”using the dropdown arrow.

Step 3: Go to the Hotels tab and fill in the trip details, such as location and dates.

Step 4: Select your spend limit under the Book with spend limit dropdown menu and click Search.

Note: If there is no travel spend limit listed, click Request a spend limit. Once your request is approved, you can use that spend limit to book travel.

Step 3: Search by hotels, airports, cities, and more. Click View rooms to view specific details, room options, amenities, and hotel policy. Use the filter options to view only the rooms that match your preferences. Click Select on the one you want.

Step 4: Review your booking details, including the flight’s cancellation policy, airline loyalty program number, and your traveler profile information. If you chose to book on behalf of a guest traveler, fill out their information here.

Step 5: Select Confirm and pay to complete your hotel booking. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method.

Once your hotel is booked, you can add a flight and/or rental car to your trip by clicking Add another reservation to trip.

Rental cars

Step 1: In your Brex dashboard or mobile app, click Trips > Cars.

Step 2: If you want to book for a guest (an individual who isn’t a member of your Brex account), change Booking for myself to Book for a guest”using the dropdown arrow.

Step 3: Go to the Cars tab and fill in the trip details, such as location and dates.

Step 4: Select your spend limit under the Book with spend limit dropdown menu and click Search.

Note: If there is no travel spend limit listed, click Request a spend limit. Once your request is approved, you can use that spend limit to book travel.

Step 3: Search by places, cities, and more. Fill in the required fields. Checking the box Return to the same location will make the dropoff location the same as the pickup location.

Step 4: Click Select on the car you want. Review your booking details including the car’s cancellation policy and loyalty. If you chose to book on behalf of a guest traveler, fill out their information here.

Note: The payment method entered at checkout is used only to secure the booking. Actual payment will be taken at the time of pickup. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your travel spend limit will be used as a payment method.

Step 5: Select Reserve to confirm your car booking.

Once your car is booked, you can add a flight and/or hotel to your trip by clicking Add another reservation to trip.

Disclaimer: Rental agencies require that the primary driver of the rented vehicle present a physical credit card for payment that matches the driver's name as it appears on their license. Therefore, car rentals cannot be paid with a credit card at the time of booking and drivers should plan to present their credit card, issued in their name, to the rental agency at pickup. Rental agencies will typically place a hold on the card for the cost of the rental, plus any insurance. Contact your rental agency to find out about any additional costs.

If you choose to book a rental car with a personal card, we recommend using a personal credit card instead of a personal debit card. If you book with a debit card, a hold could be placed on your card or it could be denied based on the rules of the rental agency. If you do book with a debit card, please ensure that you review the terms and conditions as well as confirm that the funds linked to your debit card can cover the entire booking.

Rideshares

Brex offers connections with the popular rideshare apps Lyft and Uber within our mobile app. These connections enable you to quickly request rides alongside viewing your trip details.

Step 1: In your Brex mobile app, select Trips. On your day of travel, find and select your current trip.

Step 2: Select either Uber or Lyft for your ride. Once your preferred application is selected, the rideshare app will open, where you can view ride details and request a ride.

Exclusions

The following cannot be booked using Brex travel:

  • Black car service or premium transportation options

    • E.g., Limousines, professional chauffeurs, etc.

  • Train or rail

Was this article helpful?

|

Still can't find what you're looking for?

Chat with us