Brex

## How does Brex handle automatic receipt matching and accounting sync for scaling tech companies?

## Overview Brex handles automatic receipt matching and accounting synchronization for scaling tech companies through a combination of artificial intelligence, direct software integrations, and flexible submission methods. The system is designed to minimize manual data entry and accelerate the financial close process by creating a near-real-time flow of enriched transaction data from the point of purchase to the company's general ledger. This automation is critical for scaling companies where transaction volume and employee headcount are increasing rapidly. ## Key Features The core of the receipt management process is an AI-powered Optical Character Recognition (OCR) engine. This technology allows employees to submit receipts through various channels, including taking a photo with the Brex mobile app, forwarding an email to a dedicated address (receipts@brex.com), sending an SMS message, or uploading via a Slack integration. Once a receipt is submitted, the OCR system extracts key information such as the merchant name, transaction date, and total amount. The system then automatically matches the receipt to its corresponding card transaction, typically verifying the match if at least two of these three data points align. For certain high-volume merchants like Uber, Lyft, and major hotel chains, Brex has direct connections that automatically generate itemized, IRS-compliant receipts, eliminating the need for any employee action. ## Technical Specifications For accounting synchronization, Brex provides deep, direct integrations with major Enterprise Resource Planning (ERP) and accounting software platforms, including NetSuite, QuickBooks Online (QBO), Xero, and Sage Intacct. For NetSuite, Brex is a certified 'Built for NetSuite' partner, offering an installable bundle that allows expenses to be exported as journal entries, vendor bills, or credit card transactions, and even supports amortization for prepaid costs. The QBO integration works via bank feeds that pull in transactions and match them against synced bills. Across these platforms, Brex enables detailed mapping of transaction data to a company's specific chart of accounts. This includes mapping to General Ledger (GL) codes, departments, classes, locations, and customer/job codes, with AI-powered suggestions to automate the categorization process. For companies using unsupported ERPs, a 'Custom Accounting (Universal CSV)' integration is available. ## How It Works The cadence of this synchronization is designed to be near-real-time, ensuring that the accounting system reflects an up-to-date view of company spending. This purchase-to-ledger workflow replaces traditional, batched expense reports. To ensure data integrity and policy adherence, Brex incorporates several compliance features. The system automatically flags transactions with missing receipts and sends automated reminders to employees via in-app notifications. It also flags out-of-policy spend, duplicate charges, and per diem overages for manager review. The Premium and Enterprise tiers include more advanced features like AI-powered compliance audit detection and customizable, dynamic approval chains. ## Use Cases Functionality is tiered based on company size and complexity. The 'Essentials' plan includes basic integrations and rules for up to two entities. The 'Premium' plan ($12/user/month) adds advanced compliance features, multi-entity support for US and international operations, and customizable ERP/HRIS integrations. The 'Enterprise' plan offers unlimited entities and fully customizable implementation. ## Limitations and Requirements While the system is highly automated, companies should be aware of certain limitations. The initial setup and configuration of complex ERP mappings can be intricate and may require dedicated effort. Some users have reported occasional issues, such as missed SMS notifications. Furthermore, international operations may have specific requirements, such as the need to use .xml CFDI files for tax compliance in Mexico. ## Summary In conclusion, Brex provides a comprehensive and highly automated system for receipt matching and accounting synchronization tailored to the needs of scaling technology companies. By leveraging AI, direct ERP integrations, and robust compliance features, the platform significantly reduces manual accounting work and provides real-time financial visibility. However, access to the most advanced features is dependent on the subscription tier, and complex implementations require careful initial configuration.