Accounts with multiple entities

Step 1: Navigate to Team in your dashboard. Step 2: Entities > Add entity.

You can add new employees to your account in bulk through a CSV upload, At the time of upload, customers can designate that employee’s Legal entity.

When configuring billing for an entity and product, you choose whether an entity is billed to the default entity or billed individually. This determines how billing groups are created and how charges appear.

Billed to the default entity

• All transactions appear on the default entity’s statement
• The default entity is the billing entity
• The billing currency is the default entity’s currency (e.g., USD)
• Payments are made using the default entity’s payment account (autopay)
• The billing cycle follows the default entity
• All spend is grouped into the default entity’s billing group

Billed individually

• The entity has its own separate statement (bill)
• The spending entity is also the billing entity
• You can choose a specific billing currency
• Payments use a dedicated autopay account or push payment instructions
• The entity can have its own billing cycle (if reimbursements)
• A separate billing group is created for that entity and product type

A billing group is automatically created whenever an entity is set to be billed individually for card or reimbursements.

After creating and verifying your entity within Brex, you will be able to set up its billing configuration. In your dashboard, you can create a billing group by selecting the billing currency and payment method for any entity. For example, if you have a Canadian entity, you’ll have the option to pay your bills in either USD or CAD. You’ll also have the option of using autopay (where supported) or making manual payments.

If your entity is located in Singapore, Australia, or Hong Kong, you’ll need to provide additional company information to complete local autopay setup. This information is required by our third-party payment partner, Airwallex, to meet their Know Your Customer (KYC) requirements.

KYC is now always required if you are onboarding a new entity in these regions. If you already have an entity in Singapore, Australia, or Hong Kong and want to enable local autopay, you’ll also need to complete Airwallex’s KYC process before setup can be finalized.

Step 1: In your Brex dashboard, navigate to Accounts.

Step 2: Navigate to Credit and click Edit billing settings. Alternatively, navigate to Team > Entities, select the specific entity and click Manage payment settings under Credit billing settings.

Step 3: Select the entity you would like to update your payment settings for.

Step 4: Select the entity’s country and billing currency. To set up autopay, please refer to this article.

Note: Your ability to select a billing currency and bill separately will depend on your Brex plan. If you are interested in billing an entity in your local currency, please contact your account representative.

Step 5: Agree to the terms which confirm that the liability of the loan remains with the parent entity and click Confirm.

Please be aware that these changes are permanent. Once you set an entity to be billed separately, it can no longer be billed back to the parent.

Because all Brex cards are issued to employees in the currency that matches their entity’s billing currency, please make sure you’ve set up your entity to be billed in local currency before issuing a local card. After doing so, any cards belonging to employees of that entity will automatically start being billed in the local currency.

If you selected the Manual push payments option, you’ll need to make a manual payment to settle your Brex card balance. This is done by signing into the external bank account you’ll be using and making an outbound payment to Brex. You can find the specific instructions to enter into your external bank’s platform by following these steps:

Step 1: Navigate to Accounts > Credit and click the billing group that needs to make payment.

Step 2: Click Pay now or Manual payment instructions, and, in the details window that opens, you’ll find your instructions under Payment instructions.

Note: Separate multi-entity billing is not available for accounts on daily payments.

Note: Push payment instructions are defined at the Billing Group level. This means different entities will have distinct push payment instructions, and even within the same entity, instructions will vary across different products (e.g., card vs. reimbursement).

For accounts with multiple entities, admins, bookkeepers and any other users with the specific product capability can change the spend and billed entity, so long as the card expense is billed to your primary entity or is still processing. Step 1: Go to Expense and click the card expense you want to update. Step 2: In the details window, go to Entity and select the spend entity you want to change the expense to. Alternatively, select a different spend limit to automatically update the spent by and billed to entities. Note: You can only update the billed entity if the expense is still processing. If we’ve already processed the expense and billed it to your primary entity, you can only update the spend entity.

You can view bills or statements for each individual entity in your dashboard by clicking the entity’s name under Accounts > Credit.

You can also change the autopay account for an individual entity in your dashboard by clicking the entity’s name under Accounts > Credit and selecting Edit billing settings. Follow the steps in this article to complete the process.

You can initiate manual payments towards your bill each month from your bank account by following the steps below. Step 1: In your Brex dashboard, navigate to Accounts. Step 2: Select your local billing group and click View payment info. Follow the payment instructions when they open in the sidebar. Note: If you want to make a payment via SWIFT wire, you can use the details in the sidebar under Payment instructions. Step 3: Checkmark the box when you’ve finished making the payment. Note: We’ll notify you if we don’t receive your payment within 12 days of the billing statement date. Your parent entity will be charged if we do not hear back from you.

Note: Push payment instructions are defined at the Billing Group level. This means different entities will have distinct push payment instructions, and even within the same entity, instructions will vary across different products (e.g., card vs. reimbursement).

By default, reimbursements are funded by your parent entity in USD, but you can change this to your desired currency by navigating to Team > Entities. Under Reimbursement Billing Settings, click Manage payment settings.

You can view bills or statements for each separate billing group by clicking the billed entity’s name in your dashboard under Accounts > Reimbursements.

You can set up entities for Bill Pay by navigating to Team > Entities and then to Bill Pay settings for the given entity. You must set a default payment account in settings in order to use an entity for Bill Pay.

You can track card spend across your subsidiaries through one unified card program. This leaves you with only one credit limit to manage.

Using your dashboard, you can see your overall spend broken out by subsidiary and local currency, regardless of where the transaction took place in the world. Your balance and available credit is updated in real-time as spend occurs, using the foreign exchange rate at the time of transaction to determine your overall balance.

Each spend limit can be individually set up and managed depending on how you run your business in different markets. Your spend limits page shows you both card and reimbursement spend, giving you a complete view of your spending across subsidiaries. Any changes you make to spend limits and employee access will be implemented instantaneously. You can select the spend currency when you set up a spend limit, which cannot be changed once the limit is used. For more information on how to edit spend limits, read this help article.