Our goal is to make bill payments easy. Each Brex business account has a unique email address for bill pay. It can be found by clicking Add bills from email on the Bills page of your dashboard. When vendors send invoices to that unique address, the invoice will automatically be imported into Brex as a draft for you to review and approve.

Paying a bill

Brex business account and card admins can upload invoices to create bills via the dashboard, and then schedule a payment for that bill. AP clerks can draft bills for account or card admins to review and approve.

Step 1: Click Bills on the left side of your dashboard and then click Pay a vendor on the right side. You’ll be able to upload an invoice if you have one.

Step 2: Enter the name of the recipient. If it’s a company or vendor you’ve paid before, they will show up in the dropdown menu.

Step 3: Select the payment method, the amount, and any additional details, i.e., invoice number, due date, etc.

Note: If you haven’t connected the external bank account where you want to receive payment, follow the prompts to do so now. Keep in mind that external bank accounts only support admin-initiated ACHs as a bill pay payment type. Please be sure to allowlist the ACH ID 9121145349.

Step 4: Enter the date you’d like to send the payment and then review your bill.

If you’d like to have bills automatically uploaded to your dashboard for review, you can provide vendors with your unique email address for invoices. Please read How do I send my bills to Brex? for more details.

Creating draft of a bill without sending it

Brex business account AP clerks can create drafts of bills for account and card admins to review and approve. Account or card admins can draft and save bills to send later.

Step 1: Under Bills, click Pay a vendor.

Step 2: Review the payment and click Send to approver, or if you’d like to make changes, click Edit payment.

Account and card admins will be notified of the drafted bill and prompted to approve or deny it. The user will be notified about the final decision.

Canceling or editing a scheduled bill

Step 1: Click Bills and then In Progress.

Step 2: Click on a scheduled bill to view the details pane. If the payment can be canceled, click Cancel. Payments that are already processing usually cannot be canceled.

Step 3: If canceled, the payment can be reverted to a draft where account and card admins will be able to delete, edit, or reschedule it.

Our aim is to make bill payments easy. Once set up, your team can start submitting bills through your dashboard. You can view the details of a bill within an expense in the Expense tab. You can access all submissions by going to Bills.

Status

In the Bills tab, all submissions will take on one of four statuses: outstanding, in progress, completed, or canceled.

• Unpaid: Bills that are past due, that have been drafted but not scheduled for payment, or that require approval. Under Unpaid, a bill can fall into these states:

  • Requires approval: The bill requires approval from an admin/approver. If no approval is given, the bill cannot be paid out to the vendor.

  • Past due: The due date of the bill has already passed.

  • Drafts: A draft bill is a preliminary version of the final bill you want to create.

• In progress: Bills that are processing or scheduled to be paid out at a later date. Under In Progress, a bill can take on these states:

  • In progress: The bill is in the process of being paid out to the vendor.

  • Scheduled: The bill has been approved by an admin or by a user with the permission to approve requests and is scheduled to be paid out.

• Paid: Paid bills.

• Canceled: Canceled or returned bills.

Bills within these statuses might also fall into these states:

• Missing information: More information is needed.

• Draft complete: All information for the bill is complete and it can be scheduled for payment.

• Duplicate: We detected a duplicate of this bill.

• Past due: The date that the bill should have been paid out to a vendor has passed, but the bill hasn’t been paid.

• Approval required: The bill requires approval from an admin or by a user with approval permissions. Bills that need approval can be found under the Outstanding tab.

• Scheduled: The bill is scheduled to be paid out and has been approved.

• Processing: The bill is in the process of being paid out to the vendor.

• Canceled: The bill wasn’t able to be paid out to the vendor because it was canceled.

• Paid externally: The bill has been paid out successfully.

• Denied: The draft bill was denied by your admin or by a user with this permission.

• Mark as paid: Payment wasn’t initiated by Brex.

Budgets

Brex Essentials Vendor budgets will be used to pay bills and are associated with the one company policy.

Brex Plus Vendor-specific budgets can be created using any type of budget template.

Brex Plus Add bill pay funding source

By default, you’ll use one of your Brex business accounts to fund bill payments. However, you can also connect an external bank account, from which we’ll pull funds to pay your bill. To establish an external funding source, follow the steps below:

Note: If you choose to connect your bank account via account and routing number instead of your sign-in credentials, we’ll need to verify your account ownership via micro-deposits. This can take an additional 1-3 business days.

Prior to paying a bill

You can connect an external bank account in advance of paying your bill the same way you’d connect an external bank to fund your Brex business account. Once connected, you can choose it from the Account dropdown when you pay a bill.

While paying a bill

If you haven’t already connected 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. From here, you can either choose to connect the bank account using your sign-in credentials or account/routing number.

Draft a bill

Draft bills can be created in two separate ways: adding bills via email or directly from your Brex dashboard.

Note: Bills can only be drafted on a bill-by-bill basis. We don’t currently support bulk bill payments.

In your dashboard

Step 1: Go to Bills > Pay a vendor > Browse files.

Step 2: When prompted, upload an invoice from your computer. You can either choose the file name or drag and drop the file.

Step 3: Save the draft. You’ll now see it logged in your dashboard in Bills > Unpaid > Drafted.

Via email

Just as you can forward an invoice via email to pay a bill, you can also forward or have your vendor send an email to create a draft invoice for payment later. To do this, follow the steps in the email section of Pay a bill above, but do not submit the bill.

Schedule a bill

Only outstanding bills can be scheduled to be paid out at a future date.

Step 1: In your dashboard, go to Bills > Unpaid.

Step 2: Select the bill and click Review. While reviewing, you can add, remove, or edit information.

Step 3: Once complete, click Next > Schedule. The invoice is now scheduled to be paid.

Cancel/edit a scheduled bill

If you’re using a Brex business account to pay your bill, account admins, as well as any other users with bill drafting permissions, can cancel your bill 24-72 hours after your bill payment has been approved. Once this timeline has elapsed, or once the payment has been initiated to a vendor, you can no longer cancel the bill.

Brex Plus If you’re using an external bank account to pay your bill, it can’t be canceled once it’s scheduled.

Step 1: In your dashboard, go to the Bills tab.

Step 2: Click on the bill you want to cancel. Depending on the state of your bill, it will either be In Progress or Scheduled.

Step 3: A pop-up window will appear confirming your cancellation. Click Confirm to proceed with canceling the bill. Otherwise, click Cancel.

Note: If the Cancel button is greyed out with the message This bill payment is no longer cancellable, then the cancellation period has elapsed, or the vendor has already initiated a payment. This could also be due to a specific vendor policy that prevents the cancellation.

Even after you’ve canceled a bill in your dashboard, you can still revert it to a draft state. If you have trouble with this, please reach out to Brex Support.

Approve a bill

Any Brex business account admin, as well as any other users with bill drafting permissions, can either draft bills manually or automatically from vendor invoices. AP clerks can draft bills that will be sent to admins or users with bill approval permissions for payment approval. Admins can then quickly review bill payment requests via email or the Brex dashboard.

In your dashboard

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

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

Step 2: Click on a bill (those labeled with Requires approval will be displayed at the top).

Step 3: Select Approve or Deny.

Step 4: 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.

Via email

You can approve or deny bill payments directly from your email without signing in to your Brex account.

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.

Pay a domestic bill

Brex business account admins can upload invoices to create bills in the dashboard, and then schedule a payment for that bill. AP clerks can draft bills for admins to review and approve.

Note: Bills can only be paid on a bill-by-bill basis. We currently don’t support bulk bill payments.

Processing times will align with standard processing times for that method of payment (e.g., 2-3 business days for an ACH) plus an additional 1-2 business days if you’re funding via an external bank account.

In your dashboard

Step 1: Go to Bills > Pay a bill.

Step 2: Under Bill details, fill out the following information:

• Legal name: The legal entity or name of the vendor you want to send payment to.

• Recipient email: 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.

• Budget: The budget that the vendor’s payment will be pulled from.

• Account: The Brex business account or external bank account that will fund the vendor’s payment.

• Payment type: The payment type you’ll use to pay the vendor. This can be an ACH (1-2 business days), domestic wire (0-1 business days), international wire (1-2 business days), or check (7-10 business days).

• Payment details: The vendor information that you’ll remit payment to. Vendor information should include the routing number, account number, account type, and country.

• Due date: (Optional) The date the bill is due.

• Bill date: (Optional) The date to accrue the expense.

• ERP payment account: (Optional) The account is imported from your ERP. We currently support NetSuite, QuickBooks, and Xero. If you do not see these options and believe you should, please reach out to your sales rep or Brex Support.

• Send on: The date you would like this bill to be sent on.

• Repeat payment: Toggle on or off whether this payment should repeat in the future.

  • This option is only available if you use a Brex business account to pay your bill.

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 for any field with an orange lightning bolt beside it (indicating it’s been pre-filled).

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 > Unpaid > Drafted.

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 Schedule to schedule the invoice for payment.

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 > Unpaid.

Once fully approved, you can find all of your scheduled payments in Bills > In progress > Processing.

Via email

You can send an email invoice to your Brex account by using a unique Brex email address assigned to your account. Account and card admins, as well as any other users with bill drafting permissions, can find this email address in Bills > Add invoices from email.

You can then forward emailed invoices from your inbox to this address or provide this email to your vendors so they can send the invoice to Brex directly.

Invoices added from emails will go directly into Outstanding > Drafts. A new bill is drafted with complete or incomplete information based on AI accuracy and required details, which you can then submit.

Pay an international bill

You can use the same process above to pay international bills, as long as they are issued in USD. When sent out, your funds will also be denominated in USD — any conversion to local currency is done at the discretion of the receiving institute.

Depending on what funding source you use to pay your bills, you can settle a bill from these locations:

• Brex business account as a bill pay funding source:

  • Pay a bill via ACH, check, or domestic wire within the US

  • Pay a bill via international wire to one of the countries listed in the table below.

    • Local currency isn’t available yet for bill payments

• External bank account as a bill pay funding source:

  • Pay a bill via ACH, check, or domestic wire within the US

  • Pay a bill via international wire to one of the countries listed in the table below.

Supported locations