Can I pay reimbursements outside of Brex?

Yes. As an account or card admin, you can configure an entity’s reimbursements to be paid outside of Brex. This allows you to leverage our powerful budgeting, compliance, and automation tools while using your existing payout process for reimbursements.

Note: This feature is only available for foreign entities (outside of the US).

Setup

To enable payment outside of Brex, follow these steps:

Step 1: Go to Accounts > Reimbursements > Configure billed entities and choose the entity you want to configure.

Step 2: Select the local currency of the entity.

Step 3: Click Pay outside of Brex > Confirm.

Employee experience

Once enabled, any employees assigned to this entity can submit reimbursement requests without connecting a bank account. All reimbursement requests will still need to meet your budget and policy guidelines to be approved, after which point you can export them.

Employees won’t see an estimated reimbursement payout date on their Brex account, so please make sure they’re aware of expected payment times based on your payroll or AP process.

Exporting approved reimbursements for payment

To process approved reimbursements, follow these steps:

Step 1: Go to Accounts > Reimbursements and choose your entity to see all approved reimbursements pending export.

Step 2: To export all expenses, click Export expenses. To export specific reimbursements, select them first and then click Export in the table.

This will download a ZIP file with a CSV containing your expenses, and a CSV with the sub-totals per employee.

Step 3: This data can be used to make the payment via payroll, your AP process, or given to your local employer of record.

Note: Since payments are made through an external system, we won’t have any information on whether an employee was paid out or not.

After export, the status of your exported reimbursements will be changed from Unexported to Exported. This helps prevent you from double paying an employee.

Export history and reminders

You can view previous exports by clicking Export history in the entity’s Reimbursement page. The export history keeps track of which admins exported which reimbursements for processing to prevent double payments. You can also redownload data from here, if necessary.

In addition, you can set export reminders to make sure that these approved reimbursements are processed as part of your payroll or AP cycle.