# HRIS integration Get answers to all of your questions regarding Brex **URL Source:** https://www.brex.com/support/hris-integration --- ## Overview HRIS (Human Resources Information System) is a software solution that helps organizations manage and streamline their HR processes. Today, Brex supports 40+ HRIS integrations that customers can connect to — a list we’re continually expanding. Connecting an HRIS software can help you automate the process of user and spend management as you scale. In terms of user management, HRIS integrations allow you to automate the act of adding, inviting, updating, or deactivating users and user details. HRIS integrations also help you with your spend management by automating spend limit assignment, syncing entities, providing insights into spending patterns, and connecting with your ERP. Admins, and any other users with the Manage HRIS connection[ capability](https://www.brex.com/custom-roles) can use Brex’s HRIS Integration to manually or automatically invite users to their Brex accounts. This lets you invite a large group of full-time employees that you’ve already established in HRIS to your Brex account. After inviting them, you can still manage those employees’ details through your HRIS. Brex will sync available fields when Merge, our HR integration partner, [syncs data](https://docs.merge.dev/merge-unified/hris/integrations/overview) for the connected HR system, and will fall back to about every 12 hours. ## Key HRIS features - **Add first, then invite:** Sync your HRIS once, add users to spend limits, and then choose who to invite when you’re ready. - **Configure access management settings: **By default, these settings are OFF when you sync your HRIS initially. After initial sync, configure these settings to your needs. 1. **Auto-invite**: Set up custom rules to determine who to invite from your HRIS based on attributes such as entity, department, title, etc. When configuring auto-invite you can configure the roles these users will have when invited. These rules will also apply to CSV uploaded users. 2. **Offboarding:** You control when to remove employees; HRIS termination doesn’t revoke access unless you enable automatic offboarding. Deactivation revokes dashboard access and blocks spending on all active Brex cards, but doesn’t lock/cancel the cards, so they can be transferred if needed. Stipends and travel spend limits where the user is the sole spender close automatically. - **Automated user updates**: User information in Brex is automatically updated the moment your HRIS syncs, ensuring accurate and timely information and reducing manual overhead. ## Fields available to sync When you sync up your organization to Brex via HRIS, we can store all of the following data attributes: - Email - First name - Last name - Title (if available) - Department (if available) - Location (if available) - Cost center (if available) - Legal entity (if available) - Other custom fields (see details in Connect HRIS section below) **Note:** Anything marked 'if available,' can only be synced if supported by your HR system and integration provider. Check [this document](https://docs.merge.dev/merge-unified/knowledge-base/integrations/supported-fields) to verify the current supported fields. If your integration provider doesn’t support mapping for a particular attribute, you can manually add the attributes after connecting your HRIS. ## Supported HRIS providers Brex connects to your HRIS through Merge. Because provider names and logos come directly from Merge, the list of available integrations reflects what Merge currently supports. Below, you can see a list of the current HRIS providers supported: ADP Workforce Now, BambooHR, Charlie, Charthop, Dayforce, Deel, Freshteam, Gusto, Hibob, HR Cloud, HR Partner, Humaans, Justworks, Kallidus, Lano, Namely, Nmbrs, Oracle Cloud HCM, Paychex, Paycor, Paylocity, Personio, Proliant, Rippling, Sage HR, SAP SuccessFactors, Square Payroll, TriNet, TriNet HR Platform, UKG Pro, UKG Ready, and Workday. **Note:** If your HRIS provider isn’t listed here, please reach out to Brex Support to confirm whether it’s supported and learn about connection options. ### Rippling support Connecting Rippling to Brex is managed by a Rippling-managed app in their marketplace. This integration uses Brex’s APIs and does not show up in _Team settings_. Read [Rippling integration](https://www.brex.com/rippling-integration) in our help center for more details. ## Connect HRIS Before you get started, make sure you have the appropriate permissions in both your Brex account and your HRIS. Once you’ve confirmed that, follow the steps below. **Step 1: **In your Brex dashboard, click _Team > Team settings_ _> Connect your HRIS. _Select one of the supported providers._ _**Step 2:** You’ll be prompted to sign in with your HRIS login credentials. Enter these and follow the on-screen instructions to complete the connection process. **Step 3: **Once your HRIS account has been authenticated, map additional fields. We’ll automatically sync any custom user fields from your HRIS system if you click _Map fields_. Scroll to the bottom and click _‘+ Mapping’ _on the left to configure which custom fields to sync to Brex. Select your field from your HRIS and enter the desired Brex field name and description for the field under New target field. When completed, click _Save_. **Step 4: **Your HRIS integration will sync your data. The first sync may take a while. You will receive an email notification once the sync is complete. If you encounter any issues during the connection process, please reach out to Brex support for assistance. **Note:** All active, full-time users on an HRIS system will be imported into Brex. If you would like to clean up your Team page experience, you may opt to archive users to hide them from view. To learn more about this feature, please refer to the "Archiving and unarchiving users" section of [this help center article](https://www.brex.com/manage-users). **** **Step 5:** Once connected, you can manage your HRIS integration by clicking > _HRIS integration settings_. Here, you can auto-invite and auto-deactivate users to Brex. When you sync your legal entities, you’ll receive an email prompt to match the legal entities synced from your HRIS with the legal entities in your Brex dashboard. To manage your custom user fields, go to _Team_ > _Fields library_. Here, you can review and manage the enablement of your custom user fields. To learn more about the fields library, read this [help article](https://www.brex.com/accounting-fields). **Note:** Users associated with unverified legal entities cannot be invited to Brex until the legal entity has passed the verification. Not all HRIS integrations support entity sync. Please refer to [https://docs.merge.dev/merge-unified/hris/integrations/supported-fields](https://docs.merge.dev/merge-unified/hris/integrations/supported-fields) to see whether yours is supported. The “company” common model maps to Brex entities. If your HRIS does not support entity sync, it may be possible to use an override. Please reach out to Brex support to see if this may work in your case. ### Generic SFTP support [new] If your HRIS isn't explicitly supported by Brex, or you don’t want to connect it, you can use our generic SFTP connection. Your HRIS will need to support building custom CSV reports and pushing them via SFTP. You can find more information in [this document](https://help.merge.dev/articles/7500565952-generic-sftp#option-b-recurring-automated-transfer-via-sftp-8). The SFTP report structure should look like this: | employee_id | employee_number | first_name | last_name | work_email | manager_id | start_date | employment_status | termination_date | | --- | --- | --- | --- | --- | --- | --- | --- | --- | | 123 | B123 | John | Doe | john.doe@company.com | 456 | 01-01-2025 | ACTIVE | | | 456 | B456 | Jane | Doe | jane.doe@company.com | | 01-01-2024 | ACTIVE | | The employee_id column is required to uniquely identify each user in the report. This can be your internal HR system identifier, while employee_number is the company-wide display ID for the employee record. Custom user fields can be added to the end of the report as new columns. You can configure generic SFTP reports for your users to be sent to Brex using the steps below. **Step 1:** In your Brex dashboard, click _Team > Team settings > Connect your HRIS_. Select _Generic SFTP_. **Step 2:** Select _Schedule recurring report(s)_. Click Next. **Step 3:** Note down the host name, destination directory, user name, and port for configuring the report connection in your HR provider. The report file name must be HRIS.csv. **Step 4:** Paste your public key from your HRIS for SFTP authentication. **Step 5:** Enter the date formatting that is used in the report (MM-DD-YYYY or DD-MM-YYYY). ## Disconnect HRIS To disconnect your HRIS, ensure you have Admin permissions and follow the steps below. **Step 1:** Go to _Team _>_ [HRIS Provider] settings._ **Step 2:** At the top of the navigation, click the “...” menu beside [HRIS Provider] settings. **Step 3:** Click _Disconnect [HRIS Provider]_. ![HRIS 1](https://brand.brex.com/asset/a12eeff9-d5a5-45e1-8b8b-df16396cf7c3/thumbnail/webimage-HRIS-1) When you disconnect your HRIS, all employee information already stored in Brex will remain in your account, but any changes in your HRIS will no longer be synced going forward — including employee invitations and terminations. Employees invited prior to disconnecting will not be suspended. ### Reconnecting your HRIS In certain situations, your current HRIS connection might need to be updated. To update or reconnect it, ensure you have Admin permissions and follow the steps below. **Step 1:** Go to _Team _>_ [HRIS Provider] settings._ **Step 2:** At the top of the navigation, click the “...” menu beside [HRIS Provider] settings. **Step 3:** Click _Reconnect [HRIS Provider]_. ![HRIS reconect 2](https://brand.brex.com/asset/485f0118-f1c1-4553-a66b-c2685211da38/thumbnail/webimage-HRIS-reconect-2) **Step 4:** Follow the on-screen instructions to reconnect your HRIS system. Note: this can require re-entering credentials, URL, or other information. ## Invite users After you sync your HRIS, you can invite employees to Brex individually or in groups. There are three different ways for account or card admins to add users to their Brex account. You can use any of the following methods at any time, and switch between them as you see fit. For more information on inviting users, please refer to [this help article](https://www.brex.com/add-and-invite-users). ### Email (single invite) Admins and any other users with the [specific product capability](https://www.brex.com/custom-roles) can send an invitation to a single employee by email to help set up core users on the account. If you only have a handful of users that you’d like to invite to your Brex account, you may want to use this method. If you’re using Brex’s HRIS Integration, you can use it to manage single-invite users. For this to work, you’ll want to make sure their Brex sign-in email matches their HRIS work email and that they’re listed as a full-time employee within the HRIS. Otherwise, the user will need to be managed manually from the Brex dashboard. When inviting a new user to your account, you can select: - User manager - Location - Department - Legal entity - Cost center - Preliminary budget ### Auto-invite To help streamline the user invitation experience, you can set up rules to automatically invite new employees once they’ve joined your HRIS/SCIM or been uploaded via CSV. Click _[HRIS Provider] settings_ and click the _Auto-invite tab_ to configure rules to invite employees. Here, you can create invitation rules by clicking _Set up auto-invite rule_. You may designate who will be invited automatically, and the role type of those users based on their department, location, cost center, legal entity, or title. This triggers invitation emails to be sent to any user in your HRIS, SCIM, or CSV with a _Not invited _status, so long as they match your selection criteria. For a more detailed guide, please refer to the “Setting up auto-invite for HRIS and CSV” section of [this article](https://www.brex.com/add-and-invite-users) ### CSV upload Admins can also invite users via CSV upload if they have yet to integrate HRIS or do not integrate with HRIS at all. You can manage users who were invited through the bulk CSV upload via HRIS, as long as their Brex email matches the work email from the HRIS and they’re listed as a full-time employee within the HRIS. Otherwise, user details will need to be managed manually from the Brex dashboard. To bulk update existing users via CSV, account admins can follow these steps: **Step 1: **Navigate to _Team_ in your Brex dashboard. **Step 2: **Click on _Import CSV._ **Step 3: **Select _Download a template for updating existing users._ **Step 4: **Open the downloaded template in a spreadsheet application. **Step 5: **Fill out the template with the updated user information. You can modify fields such as the user's name, email, location, department, manager, title, cost center, entity, or any other user fields. **Step 6: **Add the updated file to the _Upload CSV_ section. **Step 7: **Review and import your changes. ## Legal entity mapping To map your HRIS legal entities with your Brex legal entities, follow the instructions below. **Step 1: **Navigate to the Team page and click _[HRIS provider] settings_. **Step 2: **Select _Entity mapping_ from the navigation on the left side of the page. **Step 3: **Here you’ll find HRIS-synced entities on the left and Brex-created entities on the right. You’ll want to map each HRIS-originated entity to a Brex entity, either by selecting an existing one or creating a new one (which will take you through entity verification). If you need to create a new legal entity, you may go to _Team_ > _Entities_ > _Add entity_. Learn more about managing entities [here](https://www.brex.com/multi-entity-accounts). ## Export CSV of users If you want a snapshot of your entire team, or even just a handful of users, you can export a CSV report that summarizes their information. **Step 1:** In your dashboard, go to _Team_. **Step 2: **Click _Download_. **Note: **Any applied filters and sorts will be reflected in the download. **Step 3: **Select your desired file output type. **Step 4: **Click _Download data_. ## Request cards for users Account and card admins can't request a new physical card on behalf of other users, but can request to replace an existing one by following the steps below. **Step 1:** Under _Team_, search for the cardholder using the search bar and click their name. **Step 2:** Next to the _Cards_ section in the user details on the right, click the 3 dots next to the card you want to replace. **Step 3:** Click _Replace_. You also have the option of assigning the user a new budget that they can use with their existing card if you’d like to better manage their spend. ## Managing synced fields HRIS supports syncing user fields, and those may be managed by following the steps below. **Step 1:** Navigate to the _Team_ page and click _[HRIS Provider] settings_ **Step 2:** Click _Synced fields_ to view all of the fields synced by your current HRIS provider. **Step 3: **From here, you may opt to _Disable field_ or _Enable field_. You may read more about disabling custom user fields in the _User fields _section of [this](https://www.brex.com/accounting-fields) article. ## Managing custom fields HRIS now supports syncing custom user fields, which can be managed by following the steps below. **Step 1:** Navigate to the _Team_ > _[HRIS provider]_ settings **Step 2:** Click _Synced fields_ to view all of the custom fields synced by your current HRIS provider. **Step 3:** From here, you may opt to _Disable field_ or _Enable field_. You may read more about disabling custom user fields in the _User fields_ section of [this](https://www.brex.com/accounting-fields) article. You may manage mapping additional fields in _Team_ > _[HRIS provider] settings_ > “...” menu > _Manage [HRIS provider]_ > _Map additional fields_ > _Map fields_.