Microsoft Dynamics 365 Finance and Project Operations Integration

Overview

Early access

Connecting your Brex account to Microsoft Dynamics 365 Finance and Project Operations, formerly known as Finance & Operations, can streamline accounting, reduce errors, and eliminate manual data entry. Key benefits include:

Simplified accounting control: Tag expenses with dimension codes before exporting.
Accurate data transfers: Send expenses, receipts, and memos directly from Brex to Finance and Project Operations.
Reduced manual work: Create rules and mappings to categorize transactions automatically.
Aligned vendor data: Link Brex merchants to Finance and Project Operations vendors for consistency.

To get started, please contact Brex Support.

Set up Microsoft Entra Oath authentication

Before connecting your Brex account to Microsoft Dynamics 365 Finance and Project Operations, ensure you have set up Microsoft Entra Oath authentication to provide Brex with the credentials. This step allows Finance and Project Operations to access your company data by granting the necessary permissions. You will create the authentication in Microsoft, creating three credentials: client ID, client secret, and tenant ID. Please record these as you proceed.

Step 1: In the Microsoft Azure portal, choose Enterprise Applications > New Application.

Step 2: Select ‘Create your own application’. You will be asked to include the following information for registration:

Assign a descriptive name that clearly indicates its purpose, such as Brex Integration.
Under Supported Account types, select the first option for Single tenant.
On the Redirect URL, select Web and input your host URL.
Click Register.

Step 3: You will now have access to a client ID and tenant ID. Ensure to copy both values for the setup within Brex.

Step 4: Head to Permissions and click on ‘Grant admin consent’.

Step 5: Navigate to Certificates & secrets and select + New client secret. Fill in the Description with an easily identifiable description, such as Brex Integration, and set the expiration date. We recommend setting the maximum time, as you will have to refresh the client secret and update it in Brex once it’s expired.

Note: Ensure you copy the secret value right away, it will only be visible this time and will be needed for the setup in Brex.

You now have the client ID, client secret, and tenant ID, which are necessary to connect to Brex. To complete the setup, create a Microsoft Entra application in Finance and Project Operations following the steps below. You will also need the host URL where your Finance and Project Operations environment is hosted.

Step 1: Log in to your desired Finance and Project Operation Environment and search for Microsoft Entra ID applications.

Step 2: Select ‘+New’ and input the client ID that was created in the previous step. Name it something that is easily identifiable, such as Brex Integration. For User ID, include an admin ID to avoid integration issues.

Note: You can select a user with limited permission set, but this may cause some integration issues when importing or exporting data from Brex.

Set up Dynamics 365 Finance and Project Operations Integration

You will need to set up a Journal header in Finance and Project Operations and one Brex General Ledger account.

Step 1: Go to General ledger > Journal setup > Journal names.

Step 2: Create a new Journal Name with:

Journal name: Brex
Description: Brex Dynamics 365 Journal
Journal Type: as per business requirement (e.g: Ledger)

Note: If you intend to export other types of journals, you will need to create a Brex as the header for those types as well.

Step 3: Save Journal Name

Configuring the journal lines (optional)

You can now configure the number sequence for Brex journal lines. This step will allow you to customize the sequencing of Brex transactions.

Step 1: Create a number sequence with:

Appropriate prefix and format.
Scope: company.

Step 2: Assign it in General ledger > Journal setup > Journal names.

Select Brex Journal Name.
Assign the number sequence in the Voucher series field.

Step 3: Save the setup.

Create a ‘Brex Card’ GL Account by navigating to General Ledger > Chart of Accounts.

Once this step is completed, you can log in to Brex and proceed with the integration setup process of Dynamics 365 Finance and Project Operations to import your accounting data.

Deploy Brex custom package in Finance & Project Operations

Your Brex implementation team will provide a custom script package for deployment in Microsoft LCS to your current environment. You need to deploy this package in order for the integration to work.

Set up the Brex integration in your dashboard

Now that you have completed the initial setup in Finance and Project Operations, an admin, bookkeeper, or any other users with the specific product capability can finish the process from their Brex dashboard.

Step 1: In your dashboard, go to Accounting and click Connect.

Step 2: Select Finance and Project Operations and click Continue.

Step 3: Input your Finance and Project Operations credentials. You will need Client ID, Client Secret, Host URL and Tenant ID. Click Connect when done. Note the Host URL should not contain any https:// or end with /.

Step 4: Select the parent company you want to be mapped to Brex. You will see a list of all available companies in your Finance and Project Operations. You should select the company where you primarily pay with Brex. In most cases, this is the US entity.

Step 5: Click Dynamics F&O settings and map your GL accounts to indicate how we’ll export your transactions to Finance and Project Operations. Map each category on Brex to the appropriate Finance and Project Operations account type:

Accounting Entity: Brex Legal Entity
Accounts payable: Liabilities or Bank
Personal expense receivable: Assets or Liabilities
Rewards: Income
Manual Payments: Bank
Reimbursement liability: Liabilities

Additional Features

Dimension codes

Brex bookkeepers, account admins, card admins, and any other users with the specific product capability can also tag transactions with dimensions prior to exporting them to Finance and Project Operations. Users with other role types can also tag dimensions on their own expenses. Admins and any other users with the specific product capability can configure which dimensions users see via the Fields Library.

When you export your expenses to Finance and Project Operations, all dimension fields will populate based on your selections within Brex. Please make sure to populate the required fields for posting from your environment before exporting.

Adding new dimension values to Brex

After adding new dimensions in Finance and Project Operations, account admins, card admins, bookkeepers and any other users with the specific product capability can update Brex with the latest Finance and Project Operations data by going to Accounting > Finance and Project Operations settings. From there, click on the three dots and click Refresh. You can also click on Sync Settings and turn on Autosync fields. This will automatically refresh your dimensions, GL Accounts, Vendors, Customers, Projects, and Locations once a day.

Exporting transactions to Finance and Project Operations

For a step-by-step tutorial on how to prepare, review, and export your transactions to Finance and Project Operations, read this help article.

Both card expenses and reimbursements can appear in Finance and Project Operations as posted or unposted journal entries. You can request support to change the settings here. Make sure you have created Brex journal templates by following the steps above.

Brex currently supports exporting transactions to the Ledger, Project, Vendor, and Customer account types, and these are coded directly in the GL Debit account.

Note: Choosing CSV won’t automatically send the expense data to Finance and Project Operations — they'll need to be added to Finance and Project Operations manually. We’ll mark these transactions as exported to avoid duplicates the next time you export.

Disconnect Finance and Project Operations

You can disconnect Brex from your Finance and Project Operations account if you no longer want to directly export expense data from Brex.

Step 1: Log in to Brex and go to the Accounting tab.

Step 2: Click on Finance and Project Operations settings.

Step 3: Click on the three dots next to Finance and Project Operations settings in the upper left corner and click Disconnect.

Note: If you reconnect to the same account, disconnecting your integration will not impact your mappings.

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