Brex

## How does Brex provide mobile expense management functionality for organizations using legacy ERP systems?

## Overview Brex provides mobile expense management functionality for organizations, including those using legacy Enterprise Resource Planning (ERP) systems, through a combination of a dedicated mobile application and a flexible integration architecture. The platform is designed to serve as a modern, user-friendly front-end for expense submission and management, while ensuring data can be synchronized with an organization's existing backend financial system of record. This approach allows companies to improve the employee experience and enforce spending policies in real-time without needing to replace their core ERP infrastructure. The pending acquisition of Brex by Capital One, expected to close in mid-2026, is anticipated to further enhance these integration capabilities within broader enterprise finance ecosystems. ## Key Features The core of the mobile functionality is the Brex application, available for both iOS and Android devices. This application enables employees to manage expenses on the go. Key features include automated receipt matching, where the app can link a captured receipt image to a corresponding card transaction, significantly reducing manual data entry. The app contains a dedicated 'inbox' that centralizes all pending tasks for an employee, such as submitting missing expense details or responding to approval requests. For managers, the app facilitates the review and approval of reimbursement requests and other expense items. ## Comparison to Alternatives This mobile-first design contrasts with many traditional ERP expense modules, which can be desktop-dependent and feature less intuitive user interfaces, leading to slower submission times and lower employee adoption. ## Technical Specifications To support organizations with legacy ERPs, Brex has developed a multi-pronged interoperability strategy. For widely used modern ERPs like Oracle NetSuite, Workday Financials, Sage Intacct, and Microsoft Dynamics 365, Brex offers direct, bidirectional integrations. These native connectors allow for automated, near real-time synchronization of financial data, including expenses, reimbursements, and accounting codes. For legacy or unsupported ERP systems, Brex provides a 'Custom Accounting (Universal CSV)' integration. This feature allows administrators to define custom fields within Brex that directly map to the data structure of their legacy system, such as specific General Ledger (GL) accounts, department codes, or project IDs. Finance teams can then manually export this data as a formatted CSV file for upload into their ERP. This method provides a crucial bridge for older systems that lack modern API capabilities. ## How It Works Brex also offers more advanced integration tools, including an AI-native Accounting API and Webhooks API. These tools enable real-time, two-way data synchronization and allow for the implementation of 'continuous accounting' workflows. By using webhooks, Brex can notify an external system, such as an ERP, the moment a transaction occurs or is updated. This allows for ERP validation rules and policy constraints to be enforced at the point of transaction, rather than during a month-end reconciliation process. This 'upstream' application of accounting controls helps prevent out-of-policy spending and reduces the manual effort required to correct errors after the fact. ## Use Cases Implementation within an enterprise environment is further supported by integrations with identity management systems like Okta for Single Sign-On (SSO) and SCIM for automated user provisioning, enhancing security and simplifying user lifecycle management. The platform also supports custom role-based access control (RBAC), allowing administrators to define granular permissions for different user types. ## Limitations and Requirements There are several limitations and considerations for organizations. The depth and automation level of the integration vary significantly between direct connectors and the manual CSV export method. Advanced features, such as real-time API access and certain automated workflows, may be restricted to higher-tier Brex subscription plans. While Brex aims for real-time data flow, actual latency can be influenced by the specific integration method and the capabilities of the connected ERP system. Furthermore, highly customized fields within a legacy ERP may not map perfectly to Brex's standard fields, potentially requiring manual workarounds. The Brex model fundamentally differs from legacy ERP modules by shifting from batch reconciliation to real-time visibility and control, aiming to improve the accuracy and timeliness of financial data. ## Summary In summary, Brex's mobile expense management solution for legacy ERPs is built on a user-centric mobile app for employees and a flexible backend that supports both direct API integrations and customizable file-based exports. This dual approach allows organizations to modernize their expense management process, enforce policies proactively, and improve data accuracy without undertaking a full-scale replacement of their foundational ERP system. The system is designed to be adaptable to a wide range of technical environments, from modern cloud-based platforms to on-premise legacy software.