Bill pay overview

• Vendor
• Amount
• Due date
• Source
• Invoice
• Purchase order
• Memo
• Method
• Spend limit
• ERP effective date
• Payment date
• Entity

• General
• Amount
• Spend limit
• Submitted by
• Duplicate bills
• Vendor
• Source
• Compliance
• Memo
• Invoice
• Bill invoice number
• Date
• Payment date
• Due date
• Accounting
• Billed entity
• GL account

In Bills, all submissions will take on one of four states:

• Drafts: Drafts are bills that need to be reviewed and submitted for approval before you can send the payment.
• For approval: Bills awaiting approval require you and anyone else in the approval chain to okay them before you can send the payment. Once fully approved, the payment is automatically initiated on your specified payment date.
• For payment: Bills awaiting payment are fully approved, but the payment has either not been made or is still processing.
  • Scheduled: Bills scheduled for payment will automatically initiate on their payment date.
  • Processing: You’ve initiated the payment but it isn’t complete.
  • Card ready: Your card is ready for payment (full card details are only visible to the cardholder).
  • Card sent: Your card has been sent to the vendor (full card details are only visible to the vendor via secure portal and to the cardholder in Brex).
• Complete: Complete bills have reached the final state as of the completed on date and can no longer be modified.
  • Processed: We’ve successfully completed the payment.
  • Paid by card: A one-time virtual card paid the bill.
  • Marked paid: The bill was marked as paid externally (i.e., paid outside of Brex).
  • Canceled: The bill has been canceled. A new draft can be copied/created from a canceled bill.
  • Denied: The approver has denied the approval request.
  • Payment failed: The payment has failed. A new draft can be copied/created.

To fund bill payments you can use your Brex business accounts or connect an external bank account via Plaid, from which we’ll pull funds to pay your bill.

If you haven’t already connected to an external bank account, you can do so as you go through the process to pay a bill. When choosing a funding source from the Account dropdown, click Add external account, instead.

Once connected, you can choose it from the Account dropdown when you pay a bill.

Instantly connect through Plaid

You must establish a direct connection with your bank by entering your sign-in credentials when prompted. Our partner, Plaid, will connect to your new bill pay funding source immediately.

You can make spend limits required for bills in Company settings > Expenses. If you enable this, you’ll make selecting a spend limit for reimbursements required. If disabled, the spend limit will be optional. When a user submits a bill, they can choose to associate the expense with a spend limit, which applies the spend limit’s policy and approval chain to the bill. If they choose not to associate a spend limit, the default policy and approval chain will apply instead. Every bill will appear in Expenses, whether or not it has a spend limit. If the submitter doesn’t select a spend limit, approvers have the option to choose one during the review.

Step 1: Go to Bills > Pay a bill (individual bill) / Add invoices (bulk upload drafts). Step 2: Under Create new bill, fill out the following information:

• Vendor
  • Legal name: The legal name of the vendor you want to send payment to.
    • If you have bills data sync enabled for QuickBooks Online, NetSuite, or Xero, this name will be used to determine whether the vendor already exists in your ERP or not, and we will either create a new vendor or sync to your existing vendor accordingly.
  • Email: (Optional except when sending bill to a vendor) The email address of the person you want to notify when payment is sent. Toggle the button on or off to enable or disable this setting.
• Bill details
  • PremiumEnterpriseSmart card Purchase order (optional): The unique identifier used to trace the entire lifecycle of purchasing from request > purchase > payment and delivery > QuickBooks Online or NetSuite.
  • Invoice number (optional)
  • ERP effective date (optional): The invoice date on which the bill will be posted to the ERP.
  • Due date: The date the invoice is due for payment.
  • ERP payment account (varies by ERP): The bank account that needs to be synced to NetSuite, QuickBooks Online, or Xero.
  • Memo (optional)
  • Bill amount
• Line items: An invoice’s individually detected line items can be coded for the GL account or added to custom fields.
• Payment details
  • Spend limit (optional): This is the spend limit from which we’ll pull the vendor’s payment. The policy associated with this spend limit determines invoice requirements, memo requirements, and approvers.
    • If you don’t add a spend limit, we’ll apply your company’s default policy.
  • Payment method: The payment type you’ll use to pay the vendor. This can be a one-time virtual card (same day), ACH (1-2 business days), domestic wire (0-1 business days), international wire (1-2 business days), local rails (2-3 business days), or check (7-10 business days).
    • If you fund the payment with an external bank account, the payment, regardless of method, can take an additional 1-2 business days.
    • If you make your payment via a check, the beneficiary depositing a check drives the check’s processing time, which can vary.
  • Entity: The entity that will fund a bill payment. We base your default funding source on your entity configuration.
  • Account: The Brex business account or external bank account that will fund the vendor’s payment.
    • To send a bill in local currency, select a local bank account. For more information on how to set up the bank account, refer to the section on global bill pay below.
  • Send payment on: The date you’ll send this bill on.
  • Repeat this payment: Toggle on or off whether this payment should be repeated in the future.
  • Auto-approve future payments: Toggle on or off whether to automatically approve future bills in the series.

Note: When you upload an invoice, we’ll use AI to pre-fill the text from the invoice to the fields. If AI reads these fields incorrectly, you can manually adjust them to reflect the correct information. Please make sure the fields are filled out correctly Step 3: Once these fields are filled out, click Next. Step 4: (Optional) To save and return to this bill, click Save and leave. This creates a draft bill that you can revisit later in Bills > Draft. Step 5: You’ll see a confirmation window summarizing your input. If you need to make any changes, click Back. If all the information looks correct, click Submit for approval/Schedule payment to schedule the invoice for payment. Note: You can only schedule a payment if it’s eligible for self-approval by no more than one approver. For more information on tracking your bill payment, refer to this help article. If you’ve established an approval chain, the approver will be notified to sign off on the bill. Until fully approved, you can find the bill in Bills > For approval. Once fully approved, you can find all of your scheduled payments in Bills > For payment.

You can send an email invoice to your Brex account by using a unique Brex email address assigned to your account. Any users with bill drafting permissions can find this email address in Bills > Upload invoices. You can also email invoices to bills@brex.com to have them prepared as draft bills in your account from a registered user email on your Brex account. You can then forward emailed invoices from your inbox to this address or provide this unique bill pay email to your vendors so they can send the invoice to Brex directly. The invoices should either be an attached file (PNG, PDF, jpeg, txt, docx, or JPG) or described in the email body. Invoices added from emails will go directly into Drafts. A new bill is drafted with complete or incomplete information based on AI accuracy and required details, which you can then submit by clicking on the bill then click Review and pay.

By default, account and card admins receive a notification whenever a bill is created from email. This lets you know that the bill is ready to review, or notifies you if the bill is missing information. You can click Review draft from within the notification to finalize your bill.

Here are some tips to help make sure that your bill submission is successful:

• Only attach one invoice per email.
• Do not add any other recipients to the email (including in the CC or BCC field).
• Add the invoice as an attachment, as opposed to pasting directly into the email.
• The invoice needs to be in English and denominated in $USD.
• Make sure that you’re the appropriate role type and you have the required permission for the action you’re trying to take.

To pay your entity’s bills with a local bank account, follow the steps below: Step 1: Connect a local bank account to Brex. Note: If you haven’t done so already, you’ll need to verify your non-US entities before you can connect your local bank account. For more information, please read this help article. Step 2: Go to Team > Entities > [your entity] > Bill pay settings. Step 3: Select your local bank account for bill pay, and the corresponding GL account. You can now pay your bills with your local funding source. When asked to specify your bank account under Payment details, you can select your local bank account. If your EU-based entity uses a local funding source, an account or card admin must authorize any vendors via Strong Customer Authentication (SCA) before they can be paid from this funding source.You can click on the vendor from Vendors to see whether they’re already verified. If any of your vendors have outstanding local transfer rails information, a prompt will ask you to enter a one-time password and click Authorize.

Supported Locations

• Andorra (EUR)
• Austria (EUR)
• Belgium (EUR)
• Bulgaria (EUR)
• Canada (CAD)
• Croatia (EUR)
• Cyprus (EUR)
• Czech Republic (EUR)
• Denmark (EUR)
• Estonia (EUR)
• Finland (EUR)
• France (EUR)
• Germany (EUR)
• Greece (EUR)
• Holy See (Vatican City) (EUR)
• Hungary (EUR)
• Iceland (EUR)
• Ireland (EUR)
• Italy (EUR)
• Latvia (EUR)
• Liechtenstein (EUR)
• Lithuania (EUR)
• Luxembourg (EUR)
• Malta (EUR)
• Monaco (EUR)
• Netherlands (EUR)
• Norway (EUR)
• Poland (EUR)
• Portugal (EUR)
• Romania (EUR)
• San Marino (EUR)
• Slovakia (EUR)
• Slovenia (EUR)
• Spain (EUR)
• Sweden (EUR)
• Switzerland (EUR)
• United Kingdom (EUR, GBP)
• United States (USD)

If you upload an invoice in a foreign currency, you can pay that bill from your Brex business account the same way you’d pay a bill in USD. Because we lock in an exchange rate once the bill is approved and ready to be paid, the USD amount debited from your Brex business account may fluctuate, even if the amount of the wire in local currency stays static. The payment will be accounted for in the local currency within your connected ERP. You can find a comprehensive overview of supported locations in this help article.

You can also pay an international bill with a wire denominated in USD, but please note that the receiving financial institution may convert your wire into local currency at a rate of their choosing. You can find a comprehensive overview of supported locations in this help article.

Depending on your notification settings, you’ll receive an email notification when a bill needs to be actioned, which you can click through to approve the bill right away. Step 1: In the email, click View payment.

Step 2: Click Approve or Deny.

Step 3: If you choose to deny a payment, you’ll need to provide a reason for your denial of the bill payment and select whether you’d like to notify the submitter.

To review multiple bill payments more efficiently, sign in to your Brex dashboard.

Bill payments can be approved in bulk or individually.

Step 1: In your dashboard, go to either Bills or Tasks.

Step 2: Click on a single bill or select all/ multiple bills via the check box to the left (those labeled with For approval will be displayed at the top).

Step 3: Select Approve, Approve selected (for bulk approvals) or Deny.

When an account or card admin uses our bill pay feature to pay a bill, they’ll be asked to choose an external account for the payment.

This can be a Brex business account or an external bank account. However, when choosing an external bank account, you might notice that your bank of choice is grayed out and has an Unsupported status. There can be different causes for this, some examples of which are outlined below.

Insufficient funds

When using a Brex business account to pay your bill, accounts that don’t have enough funds to cover the payment will be marked as Unsupported. External bank accounts with insufficient funds might still be selectable, but choosing one without the funds to cover the payment will ultimately lead to the failure of the payment. Please add funds to the external account before creating a new bill to retry the payment the payment, or select a different payment source.

Recently failed collection

If we’ve recently attempted to pull a payment from this account and it has failed, we’ll mark the account as Unsupported. Please address the original reason for the failure and contact us to ask us to reactivate it.

Unverified account

Your account needs to be verified before you can use it as your bill payment source. You can connect your bank account directly by signing in through Plaid. In most cases, this verifies your account instantaneously.

Note: We may need you to upload additional documents, such as a bank statement, to verify your external bank account. If this is the case, you’ll see a prompt to upload in your dashboard.

However, if you’d rather not sign in with Plaid, or if Plaid doesn’t support your bank account, you can choose to connect via your account credentials (account and routing number). In this case, we’ll use micro-deposits to verify ownership of your bank account. Even if you’ve already connected a bank account in the past, it may not have been successfully verified, in which case you can reconnect your bank account to initiate the micro-deposit process.

The process can take 1-3 business days, so if you’ve only recently connected, you’ll need to complete the verification process before using the account to pay a bill.

For the fastest turnaround time, please also make sure Brex has been added to your safelist.

Other

If none of the above scenarios apply to you but your bank is still Unsupported for bill payments, please reach out to our support team.

In order to mark a bill as paid, it must have all of the following assigned:

• Bill/payment amount
• Payment date
• Vendor name
• (If auto-sync for bill is enabled for supported ERPs) GL accounts

If you have issues forwarding an invoice to Brex, make sure that your role type supports creating bill drafts. Before forwarding an invoice, optimize the email body by removing any unnecessary attachments, such as company logos, photos, etc.

Pay outside of Brex allows you to track Bills paid externally. To get started, select the Payment method > Pay Outside of Brex.