Rillet integration

Overview

Connecting your Brex account to Rillet can streamline accounting, reduce errors, and eliminate manual data entry. You can tag expenses with accounting fields before export, sync receipts and memos, and map Brex categories to your Rillet general ledger (GL). This article explains prerequisites, setup in Rillet, how to connect from your Brex dashboard, and how to export and manage data.

Key benefits include:

• Simplified accounting control: Tag expenses with custom fields and GL codes prior to syncing to Rillet.
• Accurate data transfers: Send card transactions, reimbursements, bills, receipts, and memos directly from Brex to Rillet.
• Reduced manual work: Create rules and mappings to categorize transactions and sync them to Rillet automatically.
• Aligned vendor data: Link Brex merchants to Rillet vendors for consistency.

Prerequisites

• Access & permissions: You’re an account admin, card admin, or bookkeeper in Brex, and you have admin access in Rillet.
• API Token: You must agree to Brex Developer Agreement under Settings > Developer.
• Security: You must turn on 2 Factor Authentication.
• Chart of accounts: A designated Brex card (or equivalent) GL account in Rillet.
• Active Integrations: You must disconnect any active accounting software integrations in Brex prior to connecting to Rillet.

Connect Rillet in your Brex dashboard

Step 1: In your Brex dashboard, go to Accounting and click Set up.

Step 2: When prompted with a list of integrations, select Rillet and click Continue.

Step 3: You will be redirected to Rillet’s Integration page to set up the connection. Complete the authentication flow from Rillet.

Step 4: Once the connection is completed, all your Rillet data will be imported into Brex for you to use.

Export Settings

After setting up your Rillet connection, you will need to map your GL accounts to indicate how Brex syncs your transactions to Rillet.

Step 1: Open Accounting > Rillet settings in Brex.

Step 2: Map Brex settings to Rillet Liabilities accounts. See below for an example configuration set:

• Accounting entity: Brex legal entity > Rillet subsidiary
• Accounts payable: Brex Card GL
• Personal expense receivable: Employee Receivable
• Rewards: Other income
• Manual payments: Bank GL
• Reimbursement liability: Employee Liability.

Custom fields

All Rillet fields and field values are imported into Brex on the initial connection. Subsequent changes to your field or field value in Rillet will be updated to Brex in real time.

Once imported to Brex, you can manage all field configuration and visibility in the Fields Library.

Note: When you export transactions to Rillet, fields populate based on selections in Brex prior to exporting.

Export transactions to Rillet

You can export both Brex card expenses and reimbursements to Rillet from the Accounting tab.

Step 1: Prepare your transactions in Brex (review receipts, memos, category, and fields).

Step 2: In Accounting > Review & export, select Rillet and click Export.

Step 3: Confirm successful export and review results in Rillet. Exports are reflected to Rillet in real time and contain direct links to the Rillet entry. The Rillet entry also contains a direct link back to Brex for improved traceability.

Brex Card Transactions will appear as Charges while Brex Reimbursement will appear as Reimbursement objects in Rillet, both under Accounts Payable tab.

Note: If you choose CSV, files won’t post to Rillet automatically. You will have to upload them to Rillet manually. Brex marks exported items to prevent duplicates. You can read more about the Brex Accounting page.

Automating your month-end close

Once integrated with Rillet, you can leverage Brex’s native automation features to help you speed through your month-end close.

Set up mappings and accounting rules in the Automation Hub so transactions are coded with the right fields and GL accounts as soon as cards are swiped.

Set up workflows in the Automation Hub so that compliant transactions are exported to Rillet automatically, based on your set cadence, allowing you to have full control over when transactions are added to your Rillet account.

Exporting bills to Rillet

Bills uploaded and processed on Brex Bill Pay can also be synced to Rillet.

Step 1: In your dashboard, click Bills > Manage Bill pay settings.

Step 2: Click Manage Rillet.

Step 3: Toggle on Sync bills and select the timing for syncing your bills:

• Sync bills on approval
• Sync bills on submission

Bill payments are not synced to Rillet. You will need to match the payment transactions to the bill itself in Rillet.

Note: Ensure the fields and GL account are updated on the bill pay form prior to the sync trigger to maintain accounting accuracy. Subsequent changes to bills are not reflected in Rillet.

Disconnect Rillet

You can disconnect if you no longer want to use the Rillet integration.

Step 1: In Brex, go to the Accounting tab.

Step 2: Open Rillet settings.

Step 3: Click the three dots (⋯) and select 'Disconnect'.

Note: Reconnecting to the same Rillet account preserves your mappings.

Troubleshooting