How to create custom rules to auto-code accounting fields?


This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.

Brex Plus Custom rules can help you auto-code your transactions and decrease the amount of manual categorizations you have to make when closing the books. They’re similar to mappings, which are used to auto-code transactions that share one similar expense field. Custom rules can go beyond simple one-to-one mappings–they can auto-code transactions that share two or more similar expense fields.

Here’s an example of a custom rule that filters transactions with two expense fields in order to auto-code a GL account field:

Brex category: Advertising & marketing + Merchant: Meta > GL account: 6010 Advertising

Custom rules can be created by combining any expense field values, including these:

  • Merchant

  • Category

  • Department

  • Business entity

  • Employee

  • Spend limit

  • Date range

  • Expense amount

  • Memos (text match)

  • Custom fields

Create a custom rule

Account admins, card admins, and bookkeepers can create custom rules by following these steps:

Step 1: Go to Accounting > Manage custom rules and click New rule.

Step 2: Fill out the two sections of the custom rule detail pane.

  • For transactions that contain - Use these fields to filter the transactions you want to apply the rule to.

  • Categorize these fields - Set the accounting field value you want to auto-code.

HC - Custom Rules 01

Step 3: Click Create and apply rule.

Custom rules will apply to all transactions that have not yet been exported. In the event of a conflict between a custom rule and a mapping, custom rules will override mappings. In the event of a conflict between two custom rules, we’ll ask you to choose which rule to apply.

Custom rule suggestions

Based on our accounting data, we may suggest custom rules for you to consider creating. For example, if you frequently assign a certain GL account to transactions that share common expense fields, we may suggest that as a custom rule.

Suggestions can be found at Accounting > Transactions to prepare by clicking Suggestions.

HC - Custom Rules 02

In the details panel, you can review the custom rule and either accept or reject it. You can also revise the custom rule before accepting it.

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