Before You Start

This guide assumes you have administrator access to both your Brex account and your General Ledger (e.g., QuickBooks Online, Xero). You’ll also need a basic understanding of your Chart of Accounts.

Overview

30 min
Setup Time
Intermediate
Difficulty
Monthly
Maintenance

What You’ll Learn

  • How to map Brex categories to your Chart of Accounts
  • Setting up automated daily syncs for Brex transactions
  • Managing card user permissions and spending limits effectively
  • Ensuring automated receipt capture and reconciliation workflows

1. Preparation Steps

Before connecting Brex, ensure these accounts are set up in your accounting software:

Required Accounts

  • Brex Credit Card (Credit Card Liability)
  • Brex Bank Account (Bank or Asset)
  • Brex Rewards (Income)
  • Various Expense Accounts (e.g., Software, Travel, Meals)

Optional (but recommended)

  • Brex Cash (Bank - if you use Brex for cash management)
  • Undeposited Funds/Clearing Account (Asset)
  • Reimbursements Payable (Liability)

2. Choosing Your Sync Method

Brex offers robust direct integrations, but other options exist for complex needs.

Method A: Direct Integration (Built-in Brex Connectors)

This is the recommended and most common approach.

Pros:
  • Built-in and free.
  • Automated daily sync.
  • Detailed transaction data.
Cons:
  • Requires careful category mapping.
  • Limited customization options.
  • Receipt attachments may need manual verification initially.

Method B: Custom API / Third-Party (e.g., Zapier)

For highly specific workflows or integrations with other tools.

Expert Tip: For most businesses, the direct integration offered by Brex for QuickBooks Online or Xero is sufficient and highly recommended. It automates most of the heavy lifting for transaction coding and receipt matching.

3. Step-by-Step: Syncing with Brex

Here is the high-level workflow for a clean Brex integration.

Here is a sample code block to show how a Brex transaction webhook payload might look.

{
  "transaction_id": "txn_1A2B3C4D5E6F",
  "card_id": "card_XYZ123",
  "user_id": "usr_789ABC",
  "amount": 125.75,
  "currency": "USD",
  "description": "Software Subscription",
  "merchant_name": "SaaS Provider Inc.",
  "category": "Software & Subscriptions",
  "receipts": [
    {"id": "rcpt_DEF456", "url": "https://example.com/receipts/1"}
  ],
  "posted_at": "2025-01-20T10:30:00Z"
}

4. Setting Up Brex Integration

  1. 1

    Connect Brex to your GL

    Navigate to ‘Integrations’ in your Brex dashboard and select your accounting software (e.g., QuickBooks Online, Xero). Follow the prompts to authorize the connection.

  2. 2

    Map Your Categories

    Go to the ‘Chart of Accounts’ mapping section within Brex. Assign each Brex transaction category to the appropriate expense account in your accounting software.

  3. 3

    Configure Sync Settings

    Review and set your sync preferences, such as daily automation, how receipts are attached, and how new vendors are created in your GL.

Common Error: Unmapped Categories

Ensure every Brex category has a corresponding account in your General Ledger. Unmapped transactions will fail to sync or be coded to a default uncategorized account, requiring manual intervention.

5. Testing Your Setup

Test Sync Checklist

  • Sync a small batch of recent transactions
  • Verify transaction details in your accounting software
  • Confirm receipts are correctly attached to transactions
  • Check for correct account coding based on your mapping

Need Help?

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Having trouble connecting Brex or optimizing your expense workflows? Our team of automation experts is here to help.

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