Invoicing
Overview
Account admins, bookkeepers, AP clerks, and any other users with the specific product capability can use invoicing to bill customers for your goods or services. These will be sent out via email, prompting your client to submit an ACH or wire payment, which will be deposited directly to your Brex business account once payment is made.
Invoice header
Customizing your invoice header lets you choose the way your document looks, tailoring it to your business needs. Upon creating your first invoice, you’ll create a default header in your dashboard to help maintain consistency across all invoices sent. You can update this header at any time by following the steps below.
In your dashboard
Step 1: Go to Accounts, select a checking account, and click Invoices > Create invoice > Edit invoice header at the bottom of the preview. If you are unable to view this option, you may need to zoom out within your browser window. Step 2: Fill out your company details including your company name, email address, phone number, and address. Step 3: Upload a JPG, PNG, or HEIC of your company logo. It’s best to keep the size around 200px x 200px. Step 4: If everything looks correct in the preview window to the right, click Save and exit. You will be able to select from a dropdown with previous items, and if you have QuickBooks Online connected, their corresponding GL accounts.
Send an invoice
In your dashboard
Step 1: Go to Accounts > View invoices > Create invoice. Note: If you have never created an invoice before, go to Accounts, select a checking account, and click the Invoices tab. Step 2: In Customer name, type in the name and email address of the customer you’ll be invoicing, or select the information from a previous customer in the dropdown. Step 3: Enter the billing address (optional), PO number (optional), and set the invoice’s due date. Step 4: Fill out the items they’re being invoiced for, the quantity of each item, and the unit price (before tax). To add multiple items, click Add line item. Step 5: Add any discount/coupon and choose the percentage of sales tax. Step 6: Choose the checking account where you’ll receive payment and how you want the customer to pay. Options for how they may pay include by ACH, domestic wire, or international wire. Step 7: (Optional) Add an attachment to the invoice to be sent to your customer in PDF, JPG, PNG, or HEIC format. Step 8: (Optional) Toggle on additional settings for your invoice:
- Generating a payment link: If toggled on, the email recipient can click Pay now in the email to pay the invoice.
- Repeating an invoice: Set up a recurring invoice on a monthly or weekly cadence.
- Sending email reminders: Send email reminders to your customers before or after the invoice due date.
Step 9: (Optional) CC the email address of any recipient you want the invoice sent to. Step 10: Click Next, review the invoice’s details, and click Send.
Edit an invoice
You can edit a drafted invoice at any time by selecting it from the Invoices table and clicking the three dots at the bottom of the details pane. Once an invoice has been sent, it can no longer be edited. Instead, please cancel and create a new invoice. To cancel, select the invoice from the Invoices table and click the three dots at the bottom of the details pane.
If you have a recurring invoice that you want to edit, you will need to cancel your next scheduled invoice and create a new recurring invoice to edit it.
View an invoice
You can view all invoices across all checking accounts, both sent and drafted, in the Accounts tab > View Invoices of your dashboard. You can filter your invoices by selecting Status, Amount, Due, or Created. You can click on any individual invoice to open the details window. In the details window, you can click Download the invoice to export a CSV. If the invoice is still outstanding, you can also choose to Send Reminder. Clicking Send Reminder will send the invoice recipient an auto-generated reminder email with the invoice due date. To update the status of an outstanding invoice, click on the invoice and the three dots at the bottom of the details window. Select Mark as paid or Mark as canceled. If the recipient pays the invoice from their Brex account, or by ACH and wire with a memo that includes the payment reference code, we’ll mark the invoice as paid as soon as you receive the payment.
Pay an invoice
Once an invoice is sent with a payment link, the recipient can choose to pay the invoice via ACH or wire from their bank, or by sending a direct debit payment to you via Brex by connecting their US bank account. If they’re a Brex customer, they’ll have the option to click Pay with Brex and sign in to pay the invoice using Bill Pay.
Accept ACH direct debit payments Early access New for Summer
If enabled, you may allow your customer to pay for an invoice by ACH direct debit. If the customer chooses to connect a bank account to pay via ACH direct debit, they will be directed to connect their account via Plaid. Once set up, they will select the date when they want funds to be pulled from their account to schedule the payment.
Pay with a Brex business account
If your customer is an existing Brex business account holder, they can choose to log into their account and send a payment from the Brex business account. Learn more about this here.
Pay by sending an ACH or wire
If the customer prefers to make a payment from their bank they may send an ACH or wire directly, they can access the instructions to send the payment when selecting the ACH/Wire option.
Payment links
If you decide to generate a payment link for the invoice, the recipient can click it in their email to pay the invoice from their Brex business account, a connected account, or through their bank via ACH or wire. The payment link page will expire after 14 days, but you can always resend the initial email with a new payment link. To help protect this payment link, we’ve prevented search engines from scraping it and generated it using an authorization token that must be included in the URL.
Sync Invoice Information to QuickBooks Online
Early access New for Summer
Once an invoice has been sent, you can set up your QuickBooks Online integration to sync your invoice information, ensuring your books are up-to-date. To do so, follow the steps below:
Step 1: If you haven’t already, connect with QuickBooks Online. Learn more on how to set up the connection in this help article. Once the connection is set up, existing Item and invoice information, including the recipient’s email and billing address, in QBO will start being imported to Brex.
Step 2: After setting up the connection to QuickBooks Online, you will be redirected to the Integrations Settings page. Scroll down to the Invoicing section and select a GL account for your Physical items and Service items. These GL accounts can be the same account. These are the GL accounts that will be used when we export your invoices to QuickBooks Online.
Step 3: Toggle the Automatic Sync of Invoices on. From now on, this will start syncing your invoices to QuickBooks Online as soon as you sent them from Brex.
Note: If you don’t have automatic imports enabled, you will be asked to enable them to maintain Brex and QBO synced and reduce errors.
You are now set up to sync invoices to your QuickBooks Online account. You can create new customers or Items directly when sending an invoice, or import them from QuickBooks Online. Learn more in this help article.
You can verify the sync status of your invoice by clicking on a specific invoice in your invoice dashboard and scrolling down on the side panel.