This topic has 2 versions: the Brex classic experience and the Brex Empower platform. If you need help finding which you use, sign in or read this article.

Brex account admins can invite new users as any role type, while card admins can invite users as bookkeepers (in the case that you don’t have a Brex business account), employees, or card admins.

Once you’ve invited a user, they’ll receive an email inviting them to your Brex account. After clicking on the invite link, they’ll be asked to create a password and guided through the account activation workflow.

If you have any errors while activating your account, please try to clear your browser’s cache and cookies and try again, or chat with Brex Support.

Individual invitation email

In the dashboard

Step 1: In your dashboard, go to Team > User and click Invite user.

Step 2: Enter the requested information. The email address you enter is what the user will use to sign in to their Brex dashboard, but it doesn’t need to be a company email.

Step 3:  Select the role you’d like that team member to have. To learn more about the different role types, please read this article.

Step 4: After clicking Send invite, the user will receive an email invitation with account activation instructions.

Via HRIS

Brex’s Human Resource Information System (HRIS) integration helps to manage your Brex users from within your HRIS rather than from within the Brex dashboard. First, follow steps in this article to make sure your integration is set up before managing users.

After receiving the email letting you know that the sync was successful, you can invite your team individually or in bulk from the Brex dashboard with these steps:

Step 1: Go to Settings > Company.

Step 2: Under HRIS, click Manage.

Step 3: Select whether you want to invite certain individuals or all employees.

Note: If you select Invite all users, any new full-time employees added to your HRIS in the future will automatically be invited to your Brex account.

Step 4: Select the role and limits for the invited employees and send the invites.

To invite users as they are added to your HRIS, turn on automatic invites by following these steps:

Step 1: Go to Settings > Company.

Step 2: Under HRIS, click Manage > Configure.

Step 3: Enable automatic invite.

Via CSV upload

Account, card, and user management admins can also invite users via CSV upload if they have yet to integrate HRIS or do not integrate with HRIS at all.

Note: You’ll need to keep all of the column headers to submit the CSV file, but only need to fill in the columns for:

  • First name

  • Last name

  • Email

  • Brex role (must be a supported role type)

    • Note: You can also include “Reimbursement-only user” as the Brex role and the user will be invited without card access as a reimbursement-only user. For more information about reimbursements, please see this article.

The CSV template is formatted as shown below and can be downloaded from the Brex dashboard if you go to Team > Add Users > Import CSV.

Inviting new users

Step 1: Navigate to the Team page in your Brex dashboard.

Step 2: Click Invite users.

Step 3: Select Import CSV.

Step 4: Download the bulk invite CSV template. You can import this template into Google Sheets or Microsoft Excel for easier editing.

Step 5: Fill out the columns for first name, last name, email, Brex role type, and any others that you’d like to include. Then export the file to CSV.

Step 6: Upload the completed CSV file into the Brex dashboard and click Invite users.

This will invite any new users listed in the CSV. If the list has duplicates for existing users, or if an error prevents a user from being invited, they’ll be skipped, and you’ll be notified after submitting the file.

Note: If you have an HRIS integration and the user’s Brex email matches the HRIS work email, their most recent data in your HRIS system will be transferred to Brex automatically going forward.

Editing your uploaded CSV

If you’ve already uploaded your CSV template but need to correct an error or typo, you can go to the Team page and click on the impacted user to edit their details.

Editing user details with CSV

You can change existing users’ details on Brex by uploading the CSV template after the user is activated. By using the active user’s Brex email address, you can update any fields that you want to change.

After updating the CSV template with the user’s new details, you can upload the CSV as if inviting a new user by following the steps above.

This article references a feature that may be limited to customers on the Empower platform. If you would like to learn more about this feature, have an account or card admin reach out to Brex Support by clicking on Support in the dashboard.

Brex account admins can invite new users as any role type, while card admins can invite users as bookkeepers (provided you don’t have a Brex business account) employees, or card admins. User management admins can invite new employees, AP clerks, and bookkeepers.

Once you’ve invited your user, they’ll receive an email inviting them to your Brex account. After clicking on the invite link, they’ll be asked to create a password and will be guided through the account activation workflow.

If you have any errors while activating your account, please try to clear your browser’s cache and cookies and try again. You can also reach out to support@brex.com.

Invitation email

In the dashboard

Step 1: Go to Team > Company > Add users > Invite by email.

Step 2: Fill out the first name, last name, and email of the new user you want to invite. You can invite more than one user at a time by pasting multiple email addresses into the box at a time.

Note: The email address you enter is what the user will use to sign in to their Brex dashboard, but it doesn’t need to be a company email.

Step 3: (Optional) Add any new users’ department and manager, as well as their location, legal entity, and cost center, if applicable.

Step 4: Choose the role you want to assign to each new user. You'll also be able to preview the budgets that they'll be assigned to, if any, as well as the option to toggle on or off their ability to spend on a card or submit reimbursements.

Step 5: Click Send invite. The new user(s) will receive an invite email to onboard onto your account.

Resend invitation email

If your invited user(s) have yet to respond to their invitation email, account, card, and user management admins can have this resent either to single users, or in bulk to all invited users.

Step 1: Under Team, check the box next to any user(s) you want to resend an email invitation to.

Step 2: From the banner at the bottom of your screen, click Resend invite.

Step 3: In the confirmation popup window, click Resend invite again.

Brex Plus Via HRIS

Brex’s Human Resource Information System (HRIS) integration helps to manage your Brex users from within your HRIS rather than from within the Brex dashboard. First, follow steps in How do I connect my HRIS to Brex? to make sure your integration is set up before managing users.

After receiving the email letting you know that the sync was successful, you can invite your team from the Brex dashboard. Follow the steps below to invite employees individually or in bulk.

Step 1: Go to Team.

Step 2: If there are members of your team to invite, there will be a count and a button that says Invite in the Manage team access widget.

Step 3: Either check the box next to the employees you want to invite or paste their email address into the search bar.

Step 4: Select the role for the employees you intend to invite.

To invite users as they are added to your HRIS, turn on automatic invites by following these steps:

Step 1: Go to Integrations and click Manage on the connected HRIS widget.

Step 2: Click Enable on Automatic invite.

Brex Plus Via CSV upload

Account, card, and user management admins can also invite users via CSV upload if they have yet to integrate HRIS or do not integrate with HRIS at all.

Please note that you’ll need to keep all of the column headers to submit the CSV file, but only need to fill in the columns for:

  • Email

  • First name

  • Last name

  • Title

The CSV template is formatted as shown below and can be downloaded from the Brex dashboard if you go to Team > Add Users > Import CSV.

Add new users

Step 1: Navigate to the Team page in your Brex dashboard.

Step 2: Click Add Users.

Step 3: Select Import CSV.

Step 4: Download the CSV template. You can import this template into Google Sheets or Microsoft Excel for easier editing.

Step 5: Fill out the columns for first name, last name, email, and any others that you’d like to include. Then export the file to CSV.

Step 6: Upload the completed CSV file into the Brex dashboard and click Confirm & import.

This will add any new users listed in the CSV. If the list has duplicates for existing users, or if an error prevents a user from being added, they’ll be skipped, and you’ll be notified after submitting the file.

Note: If you have an HRIS integration and the user’s Brex email matches the HRIS work email, their most recent data in your HRIS system will be transferred to Brex automatically going forward.

Editing your uploaded CSV

If you’ve already uploaded your CSV template but need to correct an error or typo, you can go to the Team page and click on the impacted user to edit their details.

Editing your user’s details with CSV

You can change existing users’ details on Brex by uploading the CSV template after the user is activated. By using the active user’s Brex email address, you can update any fields that you wish to change.

After updating the CSV template with the user’s new details, you can upload the CSV as if inviting a new user by following the steps above.

Invite new users

Once you’ve added new users, you can invite these users to Brex by going to Team > Invite users and selecting either individual users or a group to invite to Brex.

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