Custom rules can be created for NetSuite, QuickBooks, and Xero, and will allow you to map transactions to a particular category based on different criteria. Options include the merchant, department, amount, date range, and more.
Brex admins and bookkeepers can create custom rules by following the steps below.
Step 1: Click Integrations on the left side of your Brex dashboard.
Step 2: Click Manage under your active integration.
Step 3: To the right of Custom Rules, click Add rule.
Step 4: A menu will pop up on the right side of the screen with the Edit Rule filter fields.
Here, you have the ability to set the parameters of your rule such as a transaction date range, specific categories/merchants, and dollar amount. Scroll down to set the mapping outputs for your given accounting or ERP software. Edit the rule parameters and mapping outputs to align with your desired outcome for your custom rule.
Note: As you change the filter fields, the transactions in the review section will update automatically.
Step 5: Once you have programmed your rule, click Save changes at the bottom.
You’ll be asked to nickname the rule in case you need to edit it in the future. Previously posted transactions that fall within the parameters of your new rule will be mapped accordingly (this may take a few minutes to update).
Custom rules can be leveraged within your direct integration settings (NetSuite, Xero, QuickBooks, or Sage Intacct) or if you have custom accounting fields set up.
One of the most common use cases for custom rules on Empower is to map your budgets to your accounting fields. For example, you can leverage custom rules to apply all transactions from a certain budget to a specific GL.
Create a custom rule
Brex admins and bookkeepers can create custom rules by following the steps below.
Step 1: Click Accounting on the left side of your Brex dashboard.
Step 2: Under Accounting settings, click Manage custom rules.
Step 3: To the right of Custom rules, click + New rule.
Step 4: A menu will pop up on the right side of the screen. Choose your Custom rule name. Previously posted transactions that fall within the parameters of your new rule will be mapped accordingly.
Step 5: Set the parameters of your rule, such as a transaction date range, specific categories/merchants, and dollar amount. You can also choose specific Brex transaction fields for categorization by clicking Select a field. These include, but are not limited to, Budget, Card, Cost Center, Department, etc.
If you choose Budgets, you can check any budgets from the dropdown list that you want to apply. If you plan to also associate nested budgets, toggle on Current & future nested.
Step 6: Categorize the mapping outputs for your given accounting or ERP software. Edit the rule parameters and mapping outputs to align with your desired outcome for your custom rule.
Note: As you change the filter fields, the transactions in the review section will update automatically.
Step 7: Once you have programmed your rule, click Create a custom rule at the bottom.
Once created, you can filter transactions based on the custom rule applied. This is done in the Accounting > Prepare page of your dashboard by choosing your custom rule(s) from the Search by custom rule dropdown.
Edit a custom rule
Step 1: Click Accounting on the left side of your Brex dashboard.
Step 2: Under Accounting settings, click Manage custom rules.
Step 3: Click the three dots to the right of the specific rule and choose Edit custom rule.
Step 4: In the details pane, make your desired changes to the custom rule. The date on the top right of the details pane tells you when the rule was last updated.
Step 5: Click Save custom rule.
Delete a custom rule
Step 1: Click Accounting on the left side of your Brex dashboard.
Step 2: Under Accounting settings, click Manage custom rules.
Step 3: Click the three dots to the right of the specific rule and choose Delete custom rule.