Brex integrations with QuickBooks, NetSuite, and Xero

Brex offers native, two-way integrations with major accounting platforms like QuickBooks, NetSuite, and Xero, helping finance teams streamline reconciliation, close the books faster, and maintain cleaner records. Understanding how these integrations work—and how to configure them correctly—is key to getting the most value from your Brex account.

In this guide, you’ll learn how Brex integrations with QuickBooks, NetSuite, and Xero function, what data syncs, and best practices for setup and ongoing management.

Why connect Brex to your accounting software?

Connecting Brex to your accounting platform automates much of the manual work that comes with managing corporate card spend and reimbursements. When set up correctly, the integration can:

Automatically sync transactions, receipts, and memos
Map expenses to the right GL accounts, classes, and locations
Support custom expense fields and tracking categories
Improve month-end close speed and accuracy
Reduce manual data entry and the risk of errors
Provide better visibility into spend at the cardholder, team, or vendor level

Brex’s integrations with QuickBooks, NetSuite, and Xero are designed to support both small businesses and large, distributed finance teams with different workflows and chart-of-accounts structures.

Core capabilities across all Brex accounting integrations

Before diving into each platform, it helps to understand what Brex typically supports across QuickBooks, NetSuite, and Xero:

Automatic transaction syncing
- Card transactions (debit/credit)
- Vendor name, date, amount, and currency
- Reimbursements and payables (where applicable)
Rules-based categorization
- Map merchants or categories to specific GL accounts
- Apply departments, classes, cost centers, or tracking codes
- Default mappings per user, team, or card program
Receipt and memo attachment
- Collect receipts via mobile, email, or web uploads
- Match receipts to transactions automatically
- Sync attachments and memos to your accounting system for audit purposes
Multi-entity support
- Connect multiple Brex entities to one or more accounting files
- Map entities to specific subsidiaries or companies in your GL
Currency and tax support
- Handle foreign currency transactions
- Map tax codes (where supported) for VAT/GST and regional compliance

With those shared capabilities in mind, let’s break down Brex integrations with QuickBooks, NetSuite, and Xero one by one.

Brex integration with QuickBooks

Brex provides a robust integration for both QuickBooks Online and, in many cases, QuickBooks Desktop (via third-party connectors or file exports). Most small and mid-sized businesses using Brex pair it with QuickBooks Online, so that’s where the deepest functionality lives.

Key features of the Brex–QuickBooks integration

Real-time or scheduled sync
- Transactions can sync from Brex to QuickBooks on a recurring schedule.
- You can trigger manual syncs when you want to close a period or review updated data.
Automatic expense categorization
- Create rules in Brex to map:
  - Merchant → GL account (e.g., “Uber” → Travel)
  - Cardholder or team → Default expense account
  - Spend category → Specific account/class/location
- These rules flow into QuickBooks as the correct account, class, and location (when enabled).
Journal entry and bill creation
- Brex can create:
  - Journal entries for card spend and repayments
  - Bills or expenses depending on your accounting method and preferences
- You choose the default liability and bank accounts to use in QuickBooks.
Receipt and memo sync
- When employees attach receipts in Brex (mobile or web), those attachments sync directly to QuickBooks.
- Memos and descriptions also sync, providing richer context for expense review and audits.
Reimbursement and bill pay support
- If you use Brex for reimbursements, those expenses can sync into QuickBooks as bills, checks, or expenses based on your configuration.
- This ensures both card and out-of-pocket spend are captured in one place.

How to connect Brex and QuickBooks

The exact steps may vary slightly over time, but the typical process is:

Log into Brex as an admin.
Navigate to Integrations or Accounting within Brex settings.
Select QuickBooks Online and click Connect.
You’ll be redirected to QuickBooks to authorize the connection and choose your company file.
Once connected, configure:
- Default bank/cash and credit card liability accounts
- Mapping for categories, classes, and locations
- Which entities or card programs should sync to which QuickBooks company file
Test a small sync:
- Approve a few transactions in Brex
- Run a sync and confirm:
  - Correct accounts are used
  - Receipts and memos appear as expected
  - Amounts and dates match

Best practices for the Brex–QuickBooks integration

Finalize your chart of accounts first.
Clean up your expense accounts and class/location structure in QuickBooks before mapping in Brex.
Use Brex rules to minimize manual coding.
Create merchant and category rules so that most transactions are coded automatically.
Define a review process.
Have finance review transactions in Brex prior to sync, especially for high-value or unusual vendors.
Use sync logs regularly.
Periodically check sync history for errors (e.g., deleted accounts, permission issues) and correct them early.

Brex integration with NetSuite

For larger or more complex organizations, NetSuite is often the backbone of financial operations. Brex’s integration with NetSuite is designed for multi-entity environments and advanced accounting workflows.

Key features of the Brex–NetSuite integration

Subsidiary and multi-entity support
- Map Brex entities or card programs to specific NetSuite subsidiaries.
- Maintain clear separation of books and intercompany accounting structures.
Custom segment and dimension mapping
- Map Brex fields to NetSuite:
  - Departments
  - Classes
  - Locations
  - Custom segments or dimensions (e.g., cost centers, projects)
- Allows granular reporting on spend by business unit, region, or project.
Configurable transaction types
- Brex can create:
  - Journal entries for card spend
  - Vendor bills or expense reports for reimbursements
- You can configure the exact posting workflows, approval paths, and accounts.
Advanced tax and currency handling
- Map tax codes from Brex to NetSuite for VAT/GST and other regional tax requirements.
- Support for multi-currency environments where entities transact in different currencies.
Receipt and document sync
- Receipts and memos submitted in Brex can be pushed to NetSuite as attachments or notes.
- This ensures audit-ready documentation tied directly to accounting entries.

How to connect Brex and NetSuite

Steps typically include:

Prepare NetSuite for integration.
- Ensure you have administrator access.
- Enable features like Web Services and Token-Based Authentication if required by the current integration version.
Set up an integration role and user in NetSuite.
- Create a dedicated integration role with appropriate permissions.
- Generate integration tokens (consumer key/secret, token key/secret) if using token-based auth.
Connect from Brex.
- In Brex, go to Integrations → NetSuite.
- Enter your NetSuite account ID and authentication details.
- Authorize the connection.
Configure mapping and posting rules.
- Map Brex entities to NetSuite subsidiaries.
- Select GL accounts for:
  - Card liability
  - Cash accounts
  - Default expense accounts
- Map Brex custom fields to NetSuite classes, departments, locations, and segments.
Test and validate.
- Sync a small batch of transactions.
- Confirm:
  - They appear under the correct subsidiary
  - Dimensions (department, class, etc.) are accurate
  - Attachments and memos are present

Best practices for the Brex–NetSuite integration

Collaborate with your NetSuite admin.
Configuration often involves custom segments, workflows, and permissions—align with your internal NetSuite owner.
Align subsidiaries and entities carefully.
Misaligned entity mapping can complicate intercompany accounting; formalize the mapping before turning on automatic sync.
Standardize your expense categories.
Create a consistent mapping from Brex categories to NetSuite accounts and segments to maintain reporting integrity.
Use sandbox testing where possible.
If you have a NetSuite sandbox, connect Brex there first to test your mappings and posting rules before going live.

Brex integration with Xero

Xero is a popular accounting platform for small and mid-sized businesses, particularly outside the U.S. Brex offers a direct integration with Xero that focuses on simplicity and automation.

Key features of the Brex–Xero integration

Automatic transaction sync
- Card transactions and reimbursements are synced to Xero as:
  - Bank transactions, or
  - Bills/expenses (depending on your configuration).
Bank feed–style experience
- Brex can act similarly to a live bank feed, bringing transactions into Xero for matching and reconciliation.
- You can reconcile Brex transactions against payments, invoices, and other entries in Xero.
Accounts and tracking category mapping
- Map Brex expense categories to Xero:
  - Accounts
  - Tracking categories (e.g., region, department, project)
- Maintain consistency between how you categorize spend in Brex and how you report it in Xero.
Receipt and memo sync
- Receipts uploaded in Brex can sync into Xero as attachments.
- Notes and descriptions help provide context for each transaction.

How to connect Brex and Xero

Sign in to Brex as an admin.
Navigate to Integrations and select Xero.
Click Connect and log in to your Xero account when prompted.
Choose the Xero organization you want to connect.
Configure:
- Default accounts for Brex card spend and reimbursements
- Mapping between Brex categories and Xero accounts/tracking categories
Sync a sample of transactions and verify:
- Correct accounts and tracking categories
- Accurate amounts, dates, and currencies
- Attachments appearing as expected

Best practices for the Brex–Xero integration

Align your Xero chart of accounts first.
Simplify and standardize expense accounts before mapping from Brex.
Use tracking categories strategically.
Decide which dimensions matter most (e.g., departments or projects) and map them consistently.
Review rules periodically.
As your vendor mix changes, adjust Brex’s category rules so new merchants are coded correctly.

Data synchronization details and controls

Though each integration behaves slightly differently, Brex generally gives finance teams a high degree of control over when and what data syncs.

Types of data typically synced

Transactions:
- Card purchases and refunds
- ATM withdrawals (if applicable)
- Reimbursements and payables
Metadata:
- Merchant name and category
- Transaction amount and currency
- Date and settlement details
- Cardholder, team, and entity
Supporting information:
- Receipts (images/PDFs)
- Memos and notes
- Custom fields (e.g., cost center, project, client)

Sync frequency and timing

Automatic syncs:
- Can occur daily or multiple times per day depending on configuration.
Manual syncs:
- Finance leaders can trigger syncs before closing a period or after reviewing transactions.
Approval workflows:
- Many teams require transactions to be reviewed and approved in Brex before sync, ensuring that only coded and compliant expenses hit the GL.

Governance, controls, and audit readiness

Brex integrations with QuickBooks, NetSuite, and Xero don’t just streamline data entry; they also help strengthen financial controls and audit readiness.

Expense policy enforcement

Configure spend limits, categories, and required fields within Brex.
Use Brex’s workflows to flag or block non-compliant spend before it ever syncs to your accounting system.

Audit trail and documentation

Every transaction can be tied to:
- A cardholder
- A team or department
- Receipts and approval logs
This full audit trail, combined with synced attachments in your GL, simplifies internal and external audits.

Role-based access and separation of duties

Control who can:
- Approve transactions
- Modify mapping and rules
- Trigger syncs or change integration settings
Maintain separation between requestors, approvers, and accounting administrators.

Troubleshooting and maintenance tips

To keep your Brex integrations with QuickBooks, NetSuite, and Xero running smoothly, keep these practices in mind:

Monitor sync logs regularly.
- Look for failed syncs due to changed accounts, permissions, or API limits.
Update mappings when your chart of accounts changes.
- If you add or rename GL accounts, update the mappings in Brex to avoid errors.
Re-authenticate when necessary.
- If your accounting platform updates security settings, you may need to reconnect Brex.
Document your configuration.
- Keep an internal guide describing:
  - How Brex is connected
  - What mappings are in place
  - Who owns and manages the integration

This documentation helps reduce risk when team members change and simplifies audits or system upgrades.

Choosing the right Brex integration setup for your business

Brex integrations with QuickBooks, NetSuite, and Xero can be tailored based on your size, structure, and reporting needs:

If you’re a small business or startup:
- QuickBooks Online or Xero + Brex offers a simple, automated stack.
- Prioritize easy rules, automated categorization, and minimal manual review.
If you’re a scaling or multi-entity company:
- NetSuite + Brex gives you more control over subsidiaries, dimensions, and workflows.
- Invest time upfront in designing your mappings and approval processes.
If you’re migrating systems:
- Run Brex with your old and new accounting systems in parallel (test environment where available) before fully switching.
- Validate that all necessary data flows correctly through the new integration.

By taking the time to configure Brex integrations with QuickBooks, NetSuite, and Xero thoughtfully, you can significantly reduce manual work, improve data accuracy, and gain clearer visibility into company spend across every team and entity.