Syncing your bills

Overview

If you use NetSuite, Quickbooks Online, or Xero as your integrated ERP, you can set up your bill pay bills to sync to your accounting platform. Brex syncs the various fields depending on the ERP once the bill is approved in Brex, see your respective ERP below for a complete list. You can click Confirm or click into the row for more details. Once confirmed, the bill will be marked as paid. We do not retroactively sync past bills – any bills that were submitted for payment prior to the integration being enabled or fully set up will not be synced. If a bill is canceled and sent back to draft state, any changes to the bill will not be synced until the bill is resubmitted.

NetSuite

The NetSuite integration with bill pay is a one-directional sync from Brex to NetSuite. This means that bills created in Brex will sync over to NetSuite. We sync both a bill and payment entity to their system and automatically link the two. If a bill is in the payment processed state, we’ll create an associated vendor payment for that bill. After the bill has synced successfully, you can open the bill’s details window and go to Accounting. Here, click View bill in NetSuite or View payment in NetSuite to view the corresponding bill/payment in your ERP. We won’t sync edits made in NetSuite back to bills in Brex. When you edit in Brex and sync them over to NetSuite, it will overwrite the corresponding bill data in NetSuite. Please make sure you set the standard bill form in NetSuite as preferred.

Fields synced

• Vendor
• Invoice number
• Memo
• ERP effective date (bill date)
• Due date
• A/P account
• Payment account
• Lne items:
  • Amount
  • Description
  • GL account
  • Location
  • Department
  • Class

Setup instructions

Step 1: In your dashboard, click your name in the top right and go to Integrations. Step 2: If you haven’t set up NetSuite yet, click Connect on the NetSuite and follow the prompts. See this article to get set up. If you see Manage instead of Connect, you can skip to Step 4. Step 3: In the Settings page, you’ll need to enable Bills data. Step 4: If you’ve already connected to NetSuite, navigate to your integration in the dashboard and click Accounting, then Manage NetSuite. Here, you’ll need to enable Bills data. Afterward, click Refresh integration so that you can sync your latest account categories.

Troubleshooting

You can find error messages in Bills > Sync errors. Follow the provided steps to resolve the issue and resync the bill.

QuickBooks Online

We sync bills into the QuickBooks Online system, as their bank feed integrations pull transactions from your account into the ERP to match against the bill. After the bill has synced successfully, a customer can open the bill's details window and go to the Accounting section. Here, they can click View bill in QuickBooks Online to view the corresponding bill in your ERP.

Fields synced

• Vendor
• Invoice number
• Memo
• ERP effective date (bill date)
• Due date
• Location
• Line items:
  • Amount
  • Description
  • GL account
  • Class

Setup instructions

Note: Only users of QuickBooks Online Essentials plan or higher (Plus/Advanced) can use bills sync. Step 1: Click your name in the top right corner of the dashboard and go to Integrations. Step 2: If you haven’t set up QuickBooks yet, click Connect on the QuickBooks card and follow the prompts. If you see Manage instead of Connect, you can skip to Step 4. Step 3: While you’re setting up QuickBooks, you’ll have the option to enable bill and expense data syncing. Make sure the Bills box is checked, then click Sync data. Step 4: If you’ve already connected QuickBooks, navigate to your QuickBooks integration in the dashboard and click Manage, then Settings. Here, you’ll need to enable both Bills data and Expenses data.

Troubleshooting

You can find error messages in Bills > Sync errors. Follow the provided steps to resolve the issue and resync the bill. Stale data is a common bill pay error. When data is modified on QuickBooks, syncing will halt for that bill. To continue syncing the bill changes to QuickBooks, go to the specific bill and click Resync this bill.

Xero

We sync bills into the Xero system, as their bank feed integrations pull transactions from your account into the ERP to match against the bill.

Fields synced

• Vendor
• Invoice number
• Memo
• ERP effective date (bill date)
• Due date
• Amount
• GL account
• Location
• Department

Setup instructions

Step 1: Click your name in the top right corner of the dashboard and go to Integrations. Step 2: If you haven’t set up Xero yet, click Connect on the Xero card and follow the prompts. If you see Manage instead of Connect, you can skip to Step 4. Step 3: Bill sync will be enabled automatically after connecting Xero. You can switch this off later on the Xero settings page. Step 4: If you’ve already connected Xero, navigate to your integration in the dashboard and click Manage, then Settings. Here, you’ll need to enable Bills data. Note: Bills sync is only available for five bills per month with the Xero Starter Plan.

Troubleshooting

Currently Xero integration is a one-directional sync from Brex to Xero. This means that bills created in Brex will sync over to Xero. Edits made to bills in Xero will not sync back to Brex. When you edit bills in Brex and sync them over to Xero, it will overwrite the corresponding bill data in Xero.

Import purchase orders

When you make a purchase, some vendors might issue you a purchase order, which is a legal document that outlines the purchase’s details. It’s normally issued upon purchase initiation but can be used to trace the entire lifecycle of the purchase, all the way up to payment and delivery.

If you use Netsuite or QuickBooks Online, you can import approved purchase orders from your ERP into your Brex account. Upon import, these purchase orders will be matched to incoming bills. If there are any billing discrepancies, we’ll automatically inform you. Should that user or an admin make any changes to the purchase order’s information, these changes will be reflected in your ERP.

To enable this feature, follow the steps below. Step 1: Go to Accounting > ERP Settings > Bill pay configuration. Step 2: Next to Import purchase orders, click Enable.

Purchase orders can now be matched to new bills.

Troubleshooting

Canceled bills

When you cancel a bill on Brex, it reverts to the draft state. From this point, a few things can happen:

• If the draft gets deleted, the corresponding bill in your ERP will be deleted.
• If the draft gets resubmitted for payment, any changes to the bill while in draft state will be synced with the corresponding bill.
• Modifications to the bill while it's in draft state will not be synced.

Syncing issues

If you’re having trouble syncing a bill payment, please note the following:

• We sync bills only when the bill is submitted for payment.
• We do not retroactively sync bills created before the integration is set up.
• This is a one-way sync, meaning we only sync data from Brex into your external accounting platform.

If a bill sync outright fails, you’ll see a banner at the top of the Bills page with some information as to why it failed, and often a suggestion for how to fix the issue. You will also see a resync button once the issue blocking the sync has been fixed.