Note: Reimbursements are currently available to select early-access customers who will provide invaluable feedback to our team. If you’re interested, contact your Brex customer success manager or chat with Brex Support from your dashboard.
What are reimbursements?
When employees need to put company expenses on their personal cards, admins can easily reimburse them from the Brex dashboard through our reimbursements feature.
With reimbursements, you can:
Approve a reimbursement in 2 clicks or less from your Requests tab, under Expenses.
Invite employees to submit reimbursement requests, even if they don't have a Brex card.
Set up managers to approve reimbursements before they come to your finance team.
Instantly reconcile reimbursements through our QuickBooks Online and NetSuite integrations.
Enabling reimbursements
Admins can set up reimbursements for their company by following the steps below.
Step 1: Navigate to Expenses > Requests.
Note: The first time you land on this page after reimbursements are enabled, you can set up an account to pay out reimbursements and add hierarchical approvals.
Step 2: Designate which account you want to use to cover reimbursements.
Choose to either link your Brex Cash account or your external bank account that has already been linked to your Brex account. If you’re unable to connect your external bank account through your dashboard, you won’t be able to use it for reimbursements.
Note: This needs to be a US-based bank account.
To verify a new external bank account, click Manage settings on the Requests page.
Step 3: Set up hierarchical approvals.
You can now elect for managers to approve reimbursements before they go to the final approver. You can do this for card requests, user limit requests, and reimbursements.
If you don’t set a manager for approval, the request will go straight to your admin.
Step 4: Invite employees who will only have access to reimbursements using the Teams page. Indicate that they’re an employee, but toggle Allow corporate cards off.
Step 5: Set up reimbursements for your integration using the instructions in How do I set up reimbursement syncing for my integration?.
Approving reimbursements (Admins)
Admins will see a list of reimbursements needing approval under Expenses > Company requests.
To approve a reimbursement, click a request, view details on the right, and click Approve.
After a reimbursement is approved by an account admin, employees will be notified by email and can expect to receive the funds via ACH within 2-3 business days when using Brex Cash.
Helpful links
What are reimbursements?
When employees need to put company expenses on their personal cards, admins can easily reimburse them from the Brex dashboard through our reimbursements feature.
With reimbursements, you can:
Approve a reimbursement in 2 clicks or less from your Expenses tab.
Invite employees to submit reimbursement requests, even if they don't have a Brex card.
Set up managers to approve reimbursements before they come to your finance team.
Instantly reconcile reimbursements through our QuickBooks Online and NetSuite integrations.
Enabling reimbursements
Admins can set up reimbursements for their company by following the steps below.
Step 1: Designate which account you want to use to cover reimbursements.
Go to Profile > Settings > Expenses > Company Reimbursement Account to configure your account to cover reimbursements.
You can choose to either link your Brex Cash account or your external bank account that has already been linked to your Brex account via microdeposits. If you’re unable to connect your external bank account through your dashboard, you won’t be able to use it for reimbursements.
Note: This needs to be a US-based bank account.
Step 2: Set up hierarchical approvals. For the full process, please read How can I create and manage policies?.
Step 3: Invite employees who will only have access to reimbursements via the steps in How do I add and manage the users on my Brex account?.
Approving reimbursements (Admins)
Admins will see a list of reimbursements needing approval in Inbox > Expenses.
To approve a reimbursement, click an expense, view details on the right, and click Approve.
After a reimbursement is approved by an account admin, employees will be notified by email and can expect to receive the funds via ACH or their local payment rails within 2-5 business days.
Global reimbursements
Read more about global reimbursements in What are global reimbursements?.