After enabling Brex travel on your account, all employees with access to travel spend limits will be able to book a trip.

 If provisioned by an account or card admin, employees may also use their employee card limit.

Depending on the settings put in place by your admin, you might be able to use a personal card for bookings and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method.



Per our Platform Agreement, Brex travel can only be used for business-related travel.

You cannot book Black car service or premium transportation—such as limousines, professional chauffeurs, etc.—using Brex travel.

In your Brex dashboard or mobile app, click 

(if there is an existing trip). Go to the 

If you want to book for a guest (an individual who isn’t a member of your Brex account), change 

tab and fill in the trip details, such as location and dates.



 If there is no travel spend limit listed, click 

. Once your request is approved, you can use that spend limit to book travel.



Search by places, cities, and more. Fill in the required fields. Checking the box 

 will make the dropoff location the same as the pickup location.



on the car you want. Review your booking details including the car’s cancellation policy and loyalty. If you choose to book on behalf of a guest traveler, fill out their information here.



The payment method entered at checkout is used only to secure the booking. Actual payment will be taken at the time of pickup. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method.



to confirm your car booking.

Once your car is booked, you can add a flight and/or hotel to your trip by clicking 

Rental agencies require that the primary driver of the rented vehicle present a physical credit card for payment that matches the driver's name as it appears on their license. Therefore, car rentals cannot be paid with a credit card at the time of booking and drivers should plan to present their credit card, issued in their name, to the rental agency at pickup. Rental agencies will typically place a hold on the card for the cost of the rental, plus any insurance. Contact your rental agency to find out about any additional costs.

If you choose to book a rental car with a personal card, we recommend using a personal credit card instead of a personal debit card. If you book with a debit card, a hold could be placed on your card or it could be denied based on the rules of the rental agency. If you do book with a debit card, please ensure that you review the terms and conditions as well as confirm that the funds linked to your debit card can cover the entire booking.

Brex offers connections with the popular rideshare apps Lyft and Uber within our mobile app. These connections enable you to quickly request rides alongside viewing your trip details.



. On your day of travel, find and select your current trip.



Select either Uber or Lyft for your ride. Once your preferred application is selected, the rideshare app will open, where you can view ride details and request a ride.

To compare prices, you can filter by the car rental company that you would like to compare.

Select the same pickup and drop off time. Wait until checkout, at which point prices will be updated, to compare.

You can view upcoming and past trips you’ve booked in your Brex dashboard or app. Outside of your own personal trips, managers can also view trips they manage as a spend limit owner in the dashboard, while account, card, travel admins, and any other users with the 

 can view all booked trips across your organization.

Your policy is a set of rules that a manager, account admin, card admin, or travel admin can set for booking travel with Brex.



that flag travel-related merchant and category expenses (such as car rental) for review if they’re over a certain amount.



under the car rental policy allows account, card, and travel admins to set the average daily rate, including taxes and fees, that will trigger a review. Maximum spend rules can be configured by toggling the 

button on.

Example: Car rentals costing more than $100 a day will require the expense to be reviewed.

Set the type of car rental that, when booked, will trigger the expense to be reviewed. 

can be used to define a travel policy. Car classes include economy, mini, compact, mid-size, standard, premium, luxury, sport, pickup, and many more. You can also exclude allowed car class rules.

Example: Car rentals in which the car class is not one of "economy," "standard," "mini," "compact,” or "mid-size" will require the expense to be reviewed.

There will be no users on the booking approval chain.

Users in the approval chain will be notified of out-of-policy bookings. They will be able to cancel those bookings if needed.

Users in the approval chain will be asked to review out-of-policy bookings. If not approved, the booking will be automatically canceled after a few hours.

 and choose whether you’d prefer a compact, standard, convertible, economy, full size, luxury, mid size, mini, or minivan.



maximum spend limit outside of Brex travel 

and enter the dollar amount of expenses equal or above the amount you entered to require review.



 and enter the merchant name in the dropdown. Choose between 

to require review for all other spending,

to allow spending with other merchants in this category.



 (Optional) To add a note, enter in your note in under 250 characters or less.



If you need to make a change to your rental car reservation, cancel your existing booking and make a new one. 



 Changes can no longer be made through Brex once you have picked up the rental car. If you need to make a change to the reservation after pickup date/time, please contact the rental car provider directly.

: You cannot transfer your booked arrangements to another person.

Most rental car reservations are not paid until pickup and, unless otherwise stated, can be canceled prior to pickup without penalty within your Brex app or dashboard.

If you need to cancel your rental car booking on or after the pickup date and time, please contact the rental car provider directly.

If you can't cancel your rental car on your own, or if you’d like help from a travel agent, please contact Brex travel support.

Brex travel car bookings

Brex travel is your managed travel solution for individual and 

, integrated with Brex card and expense management. You can track company bookings, set policy rules, and manage travel-related expenses from your Brex dashboard or app. Once admins configure access and policies, employees can complete their traveler profile, request a travel spend limit, and book within policy. If you previously used unmanaged travel tools, consolidating into Brex travel streamlines control, visibility, and reconciliation.

If you’d like an employee to manage travel for your organization, assign them the 

 with Manage travel permissions. Employees, account admins, card admins, and travel admins can request travel spend limits, book travel, and enable other employees to book on their behalf (including designated managers with these roles).

 tab in their dashboard after they’ve accepted their invitation to Brex.

You can only add users for business (non‑leisure) travel. All Brex travel users must be 18 years of age or older.

To book and manage trips with Brex travel, you can use the 

 Account and card admins can enable Brex travel in 

 Account and card admins can request that a Brex representative enable Brex travel for them by going to 

If you have Brex travel enabled on your account, all employees will have access to book travel.

 If you have Brex travel enabled on your account, account admins, card admins, and any user with updated user access permissions can customize a user’s permissions by going to 

, any upcoming bookings made under that account will remain valid unless canceled. Account and card admins can either generate a booking report or contact Brex travel support to view and manage these bookings.

There are two options for handling these bookings:

Cancel the booking(s) and forfeit any payment made.

Cancel the booking(s) and request a refund or credit directly from the provider.

Depending on the circumstances, you might be able to transfer airline credits from a deactivated user account to a collective company pool of credits. Please reach out to Brex travel support to begin this process.

To start booking with Brex travel, complete your traveler profile under 

in your Brex dashboard, or tap the settings icon in the top right of your screen in your Brex app and go to 

.

To make booking faster in the future, customize your profile with contact information, preferences, and loyalty programs.

By consolidating related bookings into a trip, you only need to pay a single trip fee, rather than a trip fee per booking. You can do this on the 

 tab provides admins with a display of all employee travel arrangements. This table allows for the creation of custom views; for example, you can filter for out-of-policy bookings to streamline review and approval/decline decisions.

You can add your bookings to Google Calendar, Outlook, Apple Calendar, Office 365, and Yahoo Calendar from the dashboard or app by following these steps:



 or, after you’ve booked a trip, click 

With Brex travel, every trip will be assigned to a limit that you designate prior to booking. Travel can be booked using the card tied to the travel spend limit or, if eligible, a personal credit card.

 If provisioned by an account or card admin, employees may also use their employee card limit.

The designated limit must be able to accommodate the cost of the trip, or the booking will fail. A travel spend limit is often provided to you if you’re invited to an event but if there is no spend limit listed, you can request a new travel spend limit.



 In your travel spend limit request, you can provide a trip name, the purpose of the trip, means of travel, destination, proposed departure dates, and a spend limit. Once the requested spend limit has been approved, you can begin booking. 

 You won’t be able to modify the existing fields.



If you don’t know your travel dates or if your trip involves multiple cities, toggle the button on.

If you do know your travel dates or if your travel does not involve multiple cities, leave the toggle off

Whether the toggle is on or off, you can manually enter the spend limit amount you think you need to take your trip under 

. If you’re not sure what limit to give your travel spend limit, your dashboard can generate a suggested dollar amount after you enter your trip details.

If enabled by your account admin, Brex will automatically apply the transaction to the appropriate limit if you also choose to enable this feature. You won’t be notified to take action.

, you must assign your travel spend limit to your Brex card prior to your trip so that your current and future incurred travel expenses map correctly. Before your trip, we’ll send a push notification to your mobile device reminding you to switch your card to the correct travel spend limit. By tapping the notification and following the in-app instructions, you can select the right travel spend limit. You can also press and hold the notification directly to activate your travel spend limit.

Travel spend limits generally aren’t relevant anymore after your trip ends, so we’ll send you another push notification after your trip to reassign your card to your original spend limit. You can tap the notification to follow the in-app instructions and select the right spend limit. You can also press and hold the notification directly to change your spend limit.

To manage and view travel spend limit requests, the spend limit approver will see approval requests in their dashboard. When a spend limit is given a soft limit, employees can spend above their limit threshold, but the transaction will be flagged for review.

By default, account, card, and travel admins are set as approvers of these transactions, though they can either designate a different user to act as the final approver or add an additional approver. Adding an additional approver creates a chain of approvals that will go to the designated approver first and the admin second.

Approvers — account, card, travel admin, or someone they’ve designated — can view, manage, and approve trip spend limit requests or flexible spend limit overages in their dashboard 

You can customize your approval settings by editing the policy and enabling Brex travel airline, lodging, or car policy categories. 

Out-of-policy booking approvals let you determine how your employees’ out-of-policy bookings will be addressed so that your organization maintains travel compliance. You can either require that the booking be sent to you for approval or have the booking automatically confirmed. If the booking is automatically confirmed, you’ll receive a notification and can cancel the booking if you choose to.

If you choose to require admin approval, bookings will be canceled automatically if not approved before the booking void window* expires. If you choose to receive notifications, you can cancel an employee’s travel booking before the void window expires at no charge. You won’t need to take any action if you choose to forgo out-of-policy booking approvals.

*

The booking void window is the time period between the travel being booked and the payment being processed. The length of the void window depends on the travel vendor—some vendors may delay the charge while others process it shortly after booking.

Brex may charge a single fee per trip, which can include an itinerary with multiple bookings. A trip is created by booking a flight, hotel, or rental car, with additional bookings added. You can add another booking to an existing trip without a charge, but every new trip created will incur a trip fee.

, receipts are automatically generated and attached to bookings whenever we can match your booking details to the amount of the transaction on your Brex card for airfare, prepaid lodging, or prepaid car rental purchases.

If we cannot automatically generate a receipt, but your travel expense requires one, you can provide documentation using one of the following methods:

You can download the original booking confirmation email in your inbox—which typically includes a PDF version of your booking—and upload it to the corresponding transaction.

Option 2: Download itinerary via the Brex dashboard or mobile app

To retrieve the itinerary from your Brex account:



 From your Brex dashboard or mobile app, go to 

Click or tap the relevant trip and, in the 

and attach the downloaded itinerary to the related expense in 

For more information, please refer to this 

If a hotel folio isn’t automatically provided at the front desk or sent via email following your stay, you can ask the hotel for one upon checkout.

For more information, please refer to this 

Trip fees are generally nonrefundable. In the unlikely event of a ticketing failure, a refund will be issued for the trip fee.



Refunds cannot be provided in the form of Brex points.

If the airline cancels the flight, we’ll refund the booking fee you incurred as part of your ticket purchase. This refund only applies when the airline initiates the cancellation, and not when you cancel your booking on your own.

If the reservation you’re canceling is 

, you may be eligible for a full or partial refund based on the terms and conditions of the reservation. Contact the travel website or the airline/hotel directly for the status of your refund request. You may need to provide documentation, such as a confirmation number, booking details, and payment information to process the refund. The refund process can take several days or weeks to complete, however, the US Department of Transportation advises that airlines issue refunds within 

, you may not be entitled to a refund. Nonrefundable reservations are typically less expensive than refundable ones, but come with stricter cancellation policies.

If you initiate the refund due to a change in plans, the refund policies depend on whether the booking was made as refundable or nonrefundable. If the airline cancels the flight, you are generally entitled to a full refund, regardless of the booking type.

Please carefully review the terms and conditions of your booking before confirming your reservation, and contact the travel website or airline/hotel directly if you have any questions about their refund policies.

Travel admins can see Brex travel booking data through 

 to evaluate how their travel program is performing, which they can customize to see the insights most relevant to their company.

These default stock reports can include widgets like top booking policy violations, top booked flights/airlines, top hotels, top destinations, top departments booking travel, top travelers, domestic and international booking, and unused credit reports that can be customized. Travel admins can even create custom filters or download the booking table, which contains all fields available across all types of bookings, i.e., flights, lodging, car rental, and rail.


To create the reports, you can add additional widgets by clicking 

When you book a trip or select a paid seat, our systems verify your payment method by requesting authorization for the total amount of your booking, which can result in multiple charges appearing on your card. This authorization is a temporary hold on your funds that ensures your payment method is valid and has sufficient funds to cover the transaction.

These authorizations are temporary holds and won’t result in multiple charges to your account. Typically, the authorizations will automatically expire within a few business days.



Authorizations may fail due to insufficient funds, an expired card, or other issues. If this happens, we’ll reattempt to authorize the payment method. This can result in multiple authorizations being placed on your account until we get a successful authorization.

Your search results will be visible in the currency of the limit used for your booking. Once you select a booking option, you will see the currency of the transaction based on your assigned entity and the local currency of the inventory.

Non-admin roles in Brex cannot book travel rewards for themselves or others in the company. However, an existing admin can book travel rewards on their behalf the same way they’d book for a guest.

Your Brex card (earn 4 points per $1 spent on Brex travel flights and prepaid hotels only). 

Points will be granted after the trip is completed.

 (admins only via dashboard for  flights or prepaid hotels only)

Only one payment type can be used per reservation. You must have enough points to pay for the entire reservation to use points.

A Brex travel trip ID is generated whenever you make a booking for a new trip via Brex. This 10-digit number can be found on the Trips page in both the Brex app and dashboard, or in the booking confirmation email. You’ll need to provide this ID when contacting Brex travel support. To copy the number, click or tap on the ID.

 they can enter copilot mode and book on behalf of others. When Person A (the copilot) books on behalf of Person B (the delegator), Person B’s limit will be used for the booking, and both A & B will receive the booking confirmation.

For more information on how Brex travel supports NDC integrations or what an NDC is, please see these articles:

What is NDC (New Distribution Capability)

Managing Brex travel

Brex travel provides travelers with comprehensive lodging choices by sourcing inventory directly from a variety of sources. We also offer flexible payment options for hotel bookings, including the option to prepay at the time of checkout or provide payment to the hotel at the time of stay.

When booking a prepaid hotel, your payment details will be sent to the hotel and you’ll be charged before your stay. How soon this charge is applied can vary between different hotels. A prepaid hotel room is charged at the time of checkout in Brex travel and excludes resort or other fees. If there are no ancillaries or extra charges for the room rate disclosed in the terms — like a resort fee, local tax, etc. — there will be no additional charges. If there are extra charges from the property, such as local taxes and resort fees, those may be collected upon check-in or checkout at the hotel.

A credit card is still required at check-in for incidentals.

 room is charged at the hotel either upon check-in or checkout by the hotel and varies based on hotel policy. When this charge occurs is solely at the discretion of the hotel. A credit card tied to your limit is required to reserve the room through Brex but will not be charged prior to your stay at the hotel. You’ll need to give the hotel a physical credit card at the time of check-in for the cost of the room and incidentals.

After enabling Brex travel on your account, all employees with access to travel spend limits will have the ability to book a trip.

Per our Platform Agreement, Brex travel can only be used for business-related travel.



Search by hotels, airports, cities, and more. Click 

 to view specific details, room options, amenities, and hotel policy. Use the filter options to view only the rooms that match your preferences. Click 

Review your booking details, including the hotel's cancellation policy, airline loyalty program number, and your traveler profile information. If you choose to book on behalf of a guest traveler, fill out their information here.



 to complete your hotel booking. Depending on the settings put in place by your admin, you might be able to use a personal card and request reimbursement later. Otherwise, the card assigned to your limit will be used as a payment method.

Account, card admins, and any other users with the 

 can also use your reward points to pay in the dashboard (unless postpaid).

Once your hotel is booked, you can add a hotel  to your trip by clicking 

To compare prices, you can filter by the desired Hotel Chain.

Select the same nightly rate and compare at checkout, when prices are updated.

that flag travel-related merchant and category expenses (such as lodging) for review if they’re over a certain amount.



 can customize rules. For example, you can restrict employees from flying certain airlines, sitting in certain cabin classes, or staying in lodging above a certain star rating threshold. 

Set the minimum number of days a lodging booking must be made before the expense gets triggered for review. You can also exclude booking window rules.

Example: Booking a hotel less than 15 days in advance will require the expense to be reviewed.

Set the type of hotel booking that, when booked, will trigger the expense to be reviewed. 

can be used to define a travel policy. You can also exclude maximum daily rate rules.

Example:

Booking a hotel rated more than three stars will require the expense to be reviewed.

Maximum average nightly rate, location, and price 

can be used to define a travel policy. You can also exclude the maximum average nightly rate rule.

Example:

Hotel bookings greater than $300 per night on average will require the expense to be reviewed. Hotel bookings over $400 per night on average in Boston will require the expense to be reviewed, and hotel bookings over $500 per night on average in New York will require the expense to be reviewed.

type in the location and enter the dollar amount for the location that you entered.



and enter in the star rating under the dropdown menu. The options are one through up to five stars.



and enter in the number of days that you require employees to book in advance of your trip.



To change your hotel in your Brex dashboard, go to 

Click on the trip card that shows your travel itinerary and then 

Scroll to the hotel you want to modify and click the three dots on the top right of the hotel, then 

 (the pencil logo).

To change your hotel in your Brex app, go to 

Tap the trip card that shows your travel itinerary, and then on the hotel you want to change under 

.

Some hotel modifications cannot be done via self-serve, and a chat prompt will open and prompt you to speak with Brex travel support.

If you have a refundable booking, you may be able to modify it under 

. If you don’t see the option, please contact Brex travel support for help extending your stay.

If you have a nonrefundable booking, it’s best to make an additional booking for the extra days you want to stay. Once you arrive at the hotel, inform the front desk that you have two reservations and request to remain in the same room for your entire stay.

In some cases, you may need to contact the hotel directly as changes cannot be made through Brex travel support. These cases include:

Changing a refundable hotel booking after the 

Changing a refundable or nonrefundable hotel booking on or after the check-in date

Requesting a refund or cancellation penalty waiver for a nonrefundable booking or a refundable booking past the 

Canceling your hotel booking after the check-in date

Non-refundable bookings cannot be refunded and cannot accept changes or modifications. When you book a non-refundable reservation, you agree to pay for the entire stay regardless of whether you actually use the room or not. Hotels offer non-refundable bookings to guarantee revenue, as cancellations and no-shows can be costly for them.

However, hotels may process your request on a case-by-case basis, or offer you a credit for a future stay if you work with them.

: You cannot transfer your booked arrangements to another person.

To cancel your hotel in your Brex dashboard, go to 

Click the trip card that shows your travel itinerary and then 

Scroll to the hotel you would like to cancel and click on the three dots on the top right of the hotel, then 

.

To cancel your hotel on mobile, go to 

Tap the trip card that shows your travel itinerary. Choose the hotel you want to cancel under 

.

Some hotel cancellations are not self-serve, in which case a chat prompt will open and connect you to Brex travel support.

Brex travel reports hotel folios after travelers complete their stay at a hotel. Travelers should work with the hotel to collect hotel folios after their travel. The hotel folio is generally shared with travelers during checkout and emailed to the traveler.

Brex travel does not collect hotel folios. We recommend that travel admins work with their travelers to ensure that hotel folios are shared post travel.

Third-party or OTAs are providers who resell hotel suppliers’ inventory. Brex travel surfaces third-party content so that you have access to lower fare or comparable fares.

Third party hotels are subject to the following limitations:

Travelers booking through an OTA will not earn points and member rates will not be provided.

Travelers cannot get a folio for a hotel stay. The invoice must be downloaded from 

. Under the booking, travelers can download the itinerary, which will have the invoice.

Most OTAs will only have pre-paid rates. Others may have post-paid rates but this inventory will be limited. Some hotels may not allow pre-paid rates through third-party providers.

Any hotel-specific modification rules will not apply.

Brex travel hotel bookings

Brex travel provides travelers with inventory for Amtrak and most rail vendors in Europe.

Fill in the trip details, such as location and dates.



to confirm your rail booking.

Once your car is booked, you can add a flight and/or hotel to your trip by clicking 

that flag travel-related merchant and category expenses (such as airline expenses, lodging, car rental, public transportation, and rail) for review if they’re over a certain amount.



Under the public transportation and rail expenses policy, toggle on 

 to specify the maximum spend limit based on rail durations. The duration is determined by the shortest leg of the rail.

Set the type of ticket that, when booked, will trigger the expense to be reviewed. 

can be used to define a travel policy. You can also exclude maximum price rules. Whether you book a one-way or a round-trip ticket, the 

policy will apply against the total ticket price.

Under the public transportation and rail expense policy, toggle 

on to set cabin class restrictions based on duration and destination.

Set the type of ticket that, when booked, will trigger the expense to be reviewed. 

 can be used to define a travel policy. Rail duration can be between zero and nine hours, and cabin classes are defined as 

standard/coach, business, and first class

. You can also exclude cabin class rules.

Under the public transportation and rail expense policy, toggle on 

 to require that your employees book in advance of their trip. You can set the minimum number of days in advance a flight must be before the expense gets triggered for review.

and enter the hours and specified maximum spend limits based on rail duration.



and enter the hours and cabin classes based on rail duration and destinations.



Once a rail ticket is booked and confirmed, you cannot initiate an exchange yourself. If you need to exchange a rail ticket, contact travel support in your dashboard by going to 

, clicking on the trip card, and clicking 

: You cannot transfer your booked arrangements to another person.

To cancel your rail trip in your Brex dashboard, go to 

click the trip card that shows your travel itinerary. Go to 

find the train you want to cancel, and click the three dots > 

Brex travel rail bookings

Brex travel offers basic economy inventory in the US. Basic economy has the lowest fares in the economy cabin and comes with more restrictions than the standard economy fare. Although basic economy appears less costly, the cost of basic add-ons can sometimes equal or surpass standard economy fares.

Typical restrictions of basic economy include but are not limited to:

Voluntary changes, including same-day changes

Restrictions surrounding carry-on luggage

Brex travel provides access to low-cost carriers such as Ryanair in EMEA, or Spirit and Frontier Airlines in the US.

Ryanair, in particular, mandates that all bookings made through Brex travel be manually added and managed via the traveler's Ryanair profile in Ryanair’s mobile app or desktop page. This is required for online check-in.

Ryanair flight modifications and cancellations will be processed via Ryanair and not through Brex travel support. Additionally, any changes or cancellations made through Ryanair may not show up in Brex travel.

For more information, please contact Ryanair support.

 When booking through a travel management company like Brex travel, selecting a seat sends a request to the airline, which is only finalized once the airline confirms it.



 You may be able to select a seat after the booking is confirmed, choosing from those that are left on the flight.



 If the booking is part of a codeshare flight, seat selection may not be consistent across different legs of the journey.



 Seat selection might be limited to specific classes or sections, providing fewer choices than usual.



 The selected seat request may be altered at the airline's discretion if the aircraft is changed before departure or requested seats are no longer available.

Codeshare occurs when two airlines partner to resell each others’ inventory. These fares are based on which airline operates the flight and which one sells the ticket. While codeshare provides flexibility, they may be limited when booking through a managed travel solution like Brex travel.



 When a flight search contains codeshare flights, the booking tool may not display all available options or the most convenient connections.



 The booking tool might display the most current seat maps or may restrict seat selection entirely for codeshare flights.



 In case of schedule changes or disruptions, the booking may not be able to seamlessly accommodate passengers, particularly when the operating and marketing airlines have different policies.



 Status perks, such as upgrades or priority boarding, might not be recognized or applied when the marketing and operating airlines are different.



Ticket issuance may take longer than usual. This could be due to the partnership between the two airline.



: Changing or canceling a codeshare flight can be more complex due to variations in airline policies.



: You may need to check in with the operating airline, not the one you booked through.

Travel

Brex travel car bookings →

Managing Brex travel →

Brex travel hotel bookings →

Brex travel rail bookings →

Brex travel flight bookings →

Brex travel group events →