How do reimbursements work?
Note: Reimbursements are currently only available to select early-access customers who will provide invaluable feedback to our team. To gain access, you’ll need to have a Brex Cash account with a QuickBooks Online or NetSuite integration enabled. If you’re interested, please chat with Brex Support through your dashboard.
What are reimbursements?
When employees need to put company expenses on their personal cards, admins can easily reimburse them from Brex Cash through our reimbursements feature.
With reimbursements, you’ll be able to:
- Approve a reimbursement in 2 clicks from your dashboard under Expenses > Requests.
- Invite employees to participate, 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.
Admins can set up reimbursements for their company by following the steps below.
Step 1: Ensure that you have sufficient funds in your Brex Cash account to pay out your reimbursements.
Note: You will need to be an account admin to access the funding account and approve/deny reimbursements (Overview of roles at Brex).
Step 2: Navigate to the Expenses tab and click Reimbursements.
Step 3: 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.
Step 4: Set up hierarchical approvals: 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.
QuickBooks Online users
Confirm your QuickBooks integration so that you can save time reconciling expenses.
Connect your QuickBooks bank feed, then 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.
Finish the following steps so you can save time reconciling your expenses.
Step 1: Set up the NetSuite integration.
Step 2: Under Integrations > NetSuite > Manage, enable Reimbursements syncing.
Step 3: 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.
Submitting reimbursements (Employees)
When you’re ready for your team to submit reimbursements, have your team follow these steps:
Step 1: Click Requests under the Expenses page of your Brex dashboard.
Step 2: At the top, click "New request and choose reimbursement".
Step 3: Follow the next steps to link a personal bank account to where the reimbursement will be sent. The required fields for submitting a reimbursement are:
- Merchant category
- Receipt attachment
Employees will be able to see the status of their reimbursement under Expenses > Your requests.
Approving reimbursements (Admins)
Admins will see a list of reimbursements needing approval under Expenses > Company > Requests.
To approve a reimbursement, click a request, view the 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.