Custom team organization
Overview
Whether your team is big or small, you can make reporting easier by assigning details to your team members to make for easier grouping. If you have a remote team, you can create a Location and then pull reports exclusively for employees located in that area. If your team is composed of different departments, you can create different Department designations to organize them. You can narrow it down by creating cost centers and legal entities. Then, one or more of these descriptors can be attached to any given employee.
Locations
Account or card admins can create, edit, and delete locations by following the steps below. Step 1: Click Team on the left side of your Brex dashboard, and then click Fields library. Step 2: Under User fields, click Location. Step 3: Click Add value on the upper right side. Step 4: Assign a name and description. Step 5: Your new location will now be available to assign to cardholders within your Brex account. To assign locations to existing users, go to Team, click the user's name, and select the corresponding location from the Location dropdown. When you invite new users, you can assign them to the appropriate location during account creation. Moving forward, transactions made by that cardholder will have the location assigned. You can also delete or modify your locations in the Fields library. Note: The removal of a location is only available when no cardholders are assigned to that location.
Departments
If your organization has different departments, you can add those same departments into your Brex account for grouping purposes. This makes it easy to focus on expenses that fall under a certain department or narrow down search results to only employees within the department. Account and card admins can create, edit, and delete departments by following the steps below. Step 1: Click Team on the left side of your Brex dashboard, and then click Fields library. Step 2: Under User fields, click Departments. Step 3: Click Add value in the top-right corner. Step 4: Assign a name and description to the department. Click Save. Your new department will be available to assign to cardholders within your Brex account. To assign departments to users, go to Team, click the user's name, and select the corresponding department from the Department dropdown. When inviting new users, you can assign them to the appropriate department during account creation. Moving forward, transactions made by that cardholder will have a department assigned. You're also able to delete or modify your department at any time in Fields library. Note: Removing a department is only available when no cardholders are assigned to that department.
Cost centers
Cost centers are a type of classification that can be assigned to user profiles within your Brex account. These cost centers can be exported along with transaction data to your ERP system with Brex.
Create cost centers
Account and card admins can create cost centers by following these steps. Step 1: In your Brex dashboard, click Team > Fields library. Step 2: Under User fields, click Cost center. Step 3: Click Add value in the top-right corner. Step 4: Assign a name and click Save. Note: Your new cost center will be available to assign to cardholders within your Brex account.
Assign cost centers to users
By assigning a cost center to a user, future transactions made by that user will be categorized with the same cost center that was assigned. Account and card admins can assign cost centers to users by following these steps. Step 1: In your Brex dashboard, click Team > the user’s name. Step 2: Select the corresponding legal entity from the Cost center dropdown.
Modify or delete cost centers
Account or card admins can modify or delete cost centers by following these steps. Step 1: In your Brex dashboard, click Team > Fields library > Cost center tab. Step 2: Click the 3 dots or configure to the right of each cost center to either Modify or Delete. Note: To delete a cost center, the members must be removed first.
Entities
Entities are a type of classification that can be assigned to user profiles within your Brex account. These entities can be exported along with transaction data to your ERP system with Brex. Account and card admins can create entities by following these steps. Step 1: In your Brex dashboard, click Team > Entities. Step 2: Click Add entity in the top-right corner. Note: The number of entities you can add depends on your current Brex plan. To add more entities, please contact Brex Support. Step 3: Assign a name and click Save. Note: Brex has a regulatory obligation to collect and verify Know Your Customer (KYC) information on each entity prior to providing any financial services. Your new entity will be available to assign to users within your Brex account. Once an entity is created, it can be deleted, but not edited.
Assigning entities
By assigning an entity to a user, future transactions made by that user will be categorized with the same entity that was assigned. Account and card admins can assign entities to users by following these steps. Step 1: In your Brex dashboard, click Team and then click the user's name. Step 2: Select the corresponding entity from the Entity dropdown.
Deleting entities
While entities cannot be edited once created, they can be deleted entirely. This can be done by an account or card admin following these steps. Step 1: In your Brex dashboard, click Team > Entities. Step 2: Find the entity that you wish to delete and ensure that there are no members. Step 3: At the bottom of the screen, click Delete.