Brex | How do reimbursements work?
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How do reimbursements work?

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 relationship 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’ll be able to:

  • 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 will be able to set up an account to pay out reimbursements and add hierarchical approvals.

Step 2: Designate which account you want to use 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 through Plaid or Finicity. 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 will be able to 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.

CX: approval rules

Step 4: Invite your employees who will only have access to reimbursements via the Teams page – indicate that they’re an employee, but leave the Allow corporate cards toggle off.

CX - Role Type

Step 5: If using QuickBooks Online: Confirm your QuickBooks integration so that you can save time reconciling expenses.

  • Connect your QuickBooks bank feed.

  • Click Connect on the Integrations page and finish the steps to enable expense data.

  • Reimbursements will automatically sync to QuickBooks as expense transactions once they are paid.

CX: Integrations - Connect

Step 6: If using NetSuite, finish the following steps so you can save time reconciling your expenses.

  • Set up the NetSuite integration.

  • Under Integrations > NetSuite > Manage, enable Reimbursements syncing.

  • Select the GL account used to pay your reimbursements. This account will be credited in your journal entry.

  • Once these steps are complete, reimbursements will automatically sync to NetSuite as journal entries once they are paid.

Note: If you use a different software, you can manually export a CSV of all paid reimbursement transactions

CX: reimbursements data

Approving reimbursements (Admins)

Admins will see a list of reimbursements needing approval under Expenses > Company requests.

CX: approve reimbursements request

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.

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Open an account

How do reimbursements work?

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 relationship 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’ll be able to:

  • 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 will be able to set up an account to pay out reimbursements and add hierarchical approvals.

Step 2: Designate which account you want to use 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 through Plaid or Finicity. 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 will be able to 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.

CX: approval rules

Step 4: Invite your employees who will only have access to reimbursements via the Teams page – indicate that they’re an employee, but leave the Allow corporate cards toggle off.

CX - Role Type

Step 5: If using QuickBooks Online: Confirm your QuickBooks integration so that you can save time reconciling expenses.

  • Connect your QuickBooks bank feed.

  • Click Connect on the Integrations page and finish the steps to enable expense data.

  • Reimbursements will automatically sync to QuickBooks as expense transactions once they are paid.

CX: Integrations - Connect

Step 6: If using NetSuite, finish the following steps so you can save time reconciling your expenses.

  • Set up the NetSuite integration.

  • Under Integrations > NetSuite > Manage, enable Reimbursements syncing.

  • Select the GL account used to pay your reimbursements. This account will be credited in your journal entry.

  • Once these steps are complete, reimbursements will automatically sync to NetSuite as journal entries once they are paid.

Note: If you use a different software, you can manually export a CSV of all paid reimbursement transactions

CX: reimbursements data

Approving reimbursements (Admins)

Admins will see a list of reimbursements needing approval under Expenses > Company requests.

CX: approve reimbursements request

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

Was this article helpful?

|

Still can't find what you're looking for?

Chat with us->
Open an account

How do reimbursements work?

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 relationship 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’ll be able to:

  • 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 will be able to set up an account to pay out reimbursements and add hierarchical approvals.

Step 2: Designate which account you want to use 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 through Plaid or Finicity. 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 will be able to 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.

CX: approval rules

Step 4: Invite your employees who will only have access to reimbursements via the Teams page – indicate that they’re an employee, but leave the Allow corporate cards toggle off.

CX - Role Type

Step 5: If using QuickBooks Online: Confirm your QuickBooks integration so that you can save time reconciling expenses.

  • Connect your QuickBooks bank feed.

  • Click Connect on the Integrations page and finish the steps to enable expense data.

  • Reimbursements will automatically sync to QuickBooks as expense transactions once they are paid.

CX: Integrations - Connect

Step 6: If using NetSuite, finish the following steps so you can save time reconciling your expenses.

  • Set up the NetSuite integration.

  • Under Integrations > NetSuite > Manage, enable Reimbursements syncing.

  • Select the GL account used to pay your reimbursements. This account will be credited in your journal entry.

  • Once these steps are complete, reimbursements will automatically sync to NetSuite as journal entries once they are paid.

Note: If you use a different software, you can manually export a CSV of all paid reimbursement transactions

CX: reimbursements data

Approving reimbursements (Admins)

Admins will see a list of reimbursements needing approval under Expenses > Company requests.

CX: approve reimbursements request

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

Was this article helpful?

|

Still can't find what you're looking for?

Chat with us->