# Memos for expenses

Get answers to all of your questions regarding Brex

**URL Source:** https://www.brex.com/support/memos-for-expenses

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## Overview

You can type out a memo and add it to an expense to help add context to the purchase. You can use it as a reminder for yourself once it comes time to close your books, or have your team fill out memos to keep track of why any given expense was made.  
  
When exporting expenses that have attached memos, the memo will also be exported to QuickBooks, Xero, NetSuite, or Expensify.

## Add a memo to a single expense

### In the dashboard

**Step 1: **Account, card admins and any other users with the [specific product capability](https://www.brex.com/custom-roles) can add or edit memos of other users’ expenses in _Expenses_. Personal expenses can also be edited in _Wallet_.  
  
**Step 2:** Click on the expense you want to attach the memo to. You can also find incomplete expenses in _Tasks _> _Expenses_.  
  
**Step 3:** Scroll to _Memo_ on the right.

### In the app

**Step 1: **Click the _Wallet_ icon at the bottom to get to the _Expenses_ page.  
  
**Step 2:** Tap the expense you want to attach the memo to.  
  
**Step 3:** Scroll to the _Memo_ section and type in your memo.

### Via push notification

If you have push notifications enabled for card expenses, you’ll be notified when an expense comes through that needs a memo to maintain compliance. You can include the memo as follows:  
  
**Note: **You can only upload a memo via a push notification if you’re using an iOS operating system.  
  
**Step 1: **Tap the notification when it appears on your screen.  
  
**Step 2: **Type out the memo and tap _Submit_.

### Automatic memo 

Account, card admins, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can set up auto-memo rules for card expenses and reimbursements. These rules can use either the spend limit name or the custom text from your policy, and will auto-fill memos so employees don’t have to do any manual work.  
  
To enable this, follow these steps:  
  
**Step 1: **In your dashboard, go to _Cards and limits.  
  
_**Step 2:** Click _Manage policy _and select a policy.  
  
**Step 3: **Go to _Edit policy_ > _Continue_.  
  
**Step 4: **Under _Require receipts and memos?, c_lick the pencil for either _card expenses_ or _reimbursements.  
  
_**Step 5:** Under Memo, select _Pre-fill memos with spend limit name or custom text_.

### Automatic memo suggestion

When you transact with your Brex card, your Brex dashboard will generate a handful of potential memos that you can choose to add to the expense.  
  
**Step 1: **Go to _Wallet_ and click on the expense you want to add the memo to. Alternatively, you can go to _Tasks_ > _Expenses_ and click on an expense.  
  
**Step 2:** Under _Memo, _review _Suggestions_. If a suggestion looks accurate, select it. If none suit your needs, add a memo manually using the instructions above.

### Via email

If you’re already attaching a receipt to an expense via email, you can include the memo to be added in the same email.  
  
To do so, type “memo:” somewhere in your email body. Then type out your memo text. For example, if you want your memo to read “Coffee with client” type out “memo_: Coffee with client_.”

### Via SMS notification

If you've enabled SMS notifications, each time you transact with your Brex card, you'll receive a text message prompting you to add a memo and respond via SMS. The memo is then automatically matched to the relevant expense and stored in your Brex dashboard.

## Add a memo to multiple expenses

### In the dashboard

**Step 1: **Account, card admins, and any other users with the [specific product capability](https://www.brex.com/custom-roles) can add or edit memos of other users’ expenses in _Expenses_. Personal expenses can also be edited in _Wallet_.  
  
**Step 2: **Check the box to the left of all the expenses you want to add a memo to.  
  
**Step 3: **Click the pencil icon at the bottom of the page.  
  
**Step 4: **In the details pane under _Memo,_ type in your desired memo.  
  
**Step 5:** Click _Edit [#] expenses._

## Edit an existing memo

### In the dashboard

**Step 1: **Go to _Expenses_.  
  
**Step 2:** Click on the expense you want to edit the memo for.  
  
**Step 3:** In the details pane, change the memo by clicking on the text box and typing in the new memo. It will automatically save and show a checkmark.

### In the app

**Step 1: **Click the _Wallet_ icon at the bottom to get to the _Expenses_ page.  
  
**Step 2:** Tap the expense you want to edit the memo of.  
  
**Step 3:** Scroll to the _Memo_ section and update the memo.

## Troubleshooting

### Duplicate memos

Occasionally, if you have multiple expenses with the same vendor, uploading a receipt or memo to one of these expenses will cause it to duplicate to others from that vendor. This happens whenever the merchant reuses a single authorization code across multiple expenses. Even if it looks to be a completely separate charge in your Brex dashboard, memos and receipts will automatically be added to expenses that share the same merchant code.  
  
The best solution is to add all of your receipts for the affected expenses to a single document and upload that.