Setting documentation submission deadlines
Overview
To ensure timely completion of expenses, you can set deadlines for employees to add documentation and managers to review expenses or reimbursement requests.
Documentation deadline
Account and card admins can set a documentation deadline to ensure that employees add receipts, memos, and other documentation to their expenses. This gives the employee a fixed number of days to upload documentation after the date of their purchase. If an employee misses this deadline, their documentation will be marked as “overdue.” Account and card admins can choose whether employees receive emails reminding them about overdue documentation and whether managers are notified via email if documentation from a direct report is overdue by more than two weeks.
Reviewer deadline
A reviewer deadline helps managers, account admins, and card admins complete expense reviews and reimbursement requests on time. An account admin or card admin can enable this feature to set a timeframe for completing each review. If a manager misses this deadline, the review will be marked as “overdue,” prompting them to act as soon as possible.
Setting deadlines
Account or card admins can customize deadlines in the Brex dashboard by clicking your name at the top right and going to Company settings > Expenses. In the Compliance section, go to Deadlines and click Set up or Edit. Once deadlines are enabled, you can sort expenses in the Expenses page based on whether documentation and reviews are overdue. In the All expenses tab, click the Compliance dropdown menu and choose Overdue to view overdue expenses only. In their dashboard, employees can view how many days they have left to submit documentation, and account admins, card admins, and managers can see how many days they have left to review by clicking on the specific expense in Inbox or Expenses. In the details pane, they’ll see a yellow banner that notifies them [X] days remaining to add documentation/review. Once overdue, this banner will turn red and the notification will change to Your documentation/review is overdue. Managers, account admins, and card admins will see a slight variation on this banner when they open the expense’s detail pane. In the app, account admins, card admins, and employees can tap the expense in Expenses (or Your expenses for employees). To the right of Amount, you’ll be able to view how many days are left before the documentation or review is due.