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How can I create an expense policy?

The ability to create expense policies is only available to Brex Premium customers. Enable Premium on your account today for free!

Once enabled, Brex admins can manage employee spend by creating policies, sending automatic reminders to employees who need to take action, and reviewing all out-of-policy transactions in their dashboard. Users can respond to the email reminders with their receipt and we'll automatically attach it to the transaction.

Expense policy setup

To create and manage your company’s expense policy for the first time, follow the steps below.

Step 1: Go to Expenses in your dashboard.

Step 2: Click Get started.

Step 3: Choose between our recommended policy or create your own custom policy; if you select the custom policy, you'll be asked to indicate which transactions need receipts and memos, as well as which transactions you would like to receive alerts for.

Step 4: Review your expense policy before sharing it with your company.

Expense management

To manage your existing expense policy, follow the steps below.

Step 1: Go to Expenses in your dashboard.

Step 2: Click View policy on the right.

Step 3: Click Manage policy and select the recommended or custom policy, or choose to turn it off entirely. Proceed through the other prompts.
To view and edit previously created exceptions, go to Settings > Premium > Expense policy > Muted out of policy transactions.

Expense review

All employee purchases that fall out of your policy will be flagged for review. Go to the Expense review page under Expenses in your dashboard to see which transactions are missing a receipt or memo.

Click Mark as reviewed to approve the transaction, or click Follow up to send an email reminder to the cardholder with an optional note. Cardholders can resolve out-of-policy alerts by uploading a receipt. Read How do I attach receipts to Brex transactions? for more details.

You also have the ability to add exceptions to exclude certain users and merchants from your company expense policy. Click Mute alert to mark the transaction as an exception to the expense policy.

In the event that you accidentally approve a transaction, you can click Archive at the top of the Expense review page, find the transaction, and click Undo review.

Turn off expense policy

You can disable your expense policy by going to Expenses > View policy > Manage policy > Turn off policy.

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