Your financial team might be spending endless hours each month managing card statements, painstakingly coding expenses in NetSuite, and pursuing receipts from team members who forget to submit them. A reported case by an accounting firm revealed 35 hours each month lost to manual expense reconciliation - a period that could be better spent on strategic priorities. The integration between Brex and NetSuite eradicates such burdens by auto-syncing corporate card transactions, receipts, and GL codes into your ERP. Streamlining these processes with a Brex addition to your infrastructure transforms tedious financial management into a smooth, automated experience.
The Advantages of Brex-NetSuite Integration for Your Business
The Brex-NetSuite integration establishes a two-way data sync connecting Brex’s spend management with your NetSuite ERP. Brex imports essential lists like your chart of accounts and vendor details from NetSuite, exporting card transactions and bill payments as journal entries directly into your system.
What the Integration Offers
Automated GL Coding: Brex expense categories automatically map to NetSuite accounts through rules-based automation, ensuring cashier activities, like card swipes at restaurants, are auto-allocated to accounts such as "6500 Meals & Entertainment."
Receipt Handling: Brex-captured receipts are seamlessly attached to journal entry line items via URL links, sparing the hassle of chasing down missing paperwork during audits.
Instant Visibility: Real-time data flow enables ongoing visibility for finance teams, shifting from traditional month-end reviews to a continuous close process.
Multi-Entity Capability: For organizations leveraging NetSuite OneWorld, the integration accommodates automated intercompany journal entries for subsidiary-to-subsidiary expenses.
This degree of automation surpasses manual effort efficiencies, allowing companies significant resource reallocation towards more valuable tasks.
Preparing for Brex-NetSuite Integration
Proper preparation is essential before delving into the technical aspects to circumvent common pitfalls in implementation. Securing access and environment configuration initially can significantly cut down on time spent troubleshooting later on.
Account Requirements
Roles such as Admin or Bookkeeper with accounting integration capabilities
An active Brex account or the ability to register
Administrator access for setup
Ability to create a custom role with limited permissions post-configuration
Configuring the Right NetSuite Roles & Permissions for Integration
Full "Make Journal Entry" access
Full "Perform Search" access
View access permissions for Accounts, Classes, Departments, Locations, and Vendors
Full "Login using Access Tokens" access
Full "Custom Fields" and "SOAP Web Services" access
Prepping Your NetSuite Chart of Accounts for Brex
Card Liability Account: For posting Brex card expenses as credits
Bank Account: Handling card payments and reimbursements
Rewards Account: For cashback/rewards tracking
Reimbursement Liability: Managing employee-owed amounts
Should NetSuite demand mandatory fields such as Department or Class on transactions, default values must be configured to escape export errors. Ensure your preparation checklist confirms these setups.
Step-by-Step Guide: Connecting Brex to NetSuite
The process involves enabling necessary features, generating credentials for authentication, and setting up the connection from Brex. Depending on complexity, completion time ranges from 15-60 minutes.
Phase 1: Activate NetSuite SuiteCloud Features
Log into NetSuite as Administrator
Locate "Enable Features" under Company settings
Check "SOAP Web Services" under SuiteTalk
Enable "Token-Based Authentication"
Save changes
Use SuiteBundler to search for "Brex" with Bundle ID 282505
Install, accept terms, and await installation completion (5-7 mins)
Edit preferred transaction form to exhibit "Receipt URL" and "Created From" fields
Save changes
Phase 2: Generate Access Tokens
Locate "Manage Access Tokens" from NetSuite settings
Create a new token; select "Brex" from the dropdown and save
Important: Copy the Token ID and Token Secret immediately as they are unretrievable if missed.
Access Company Information to find your Account ID
For sandboxes, modify dash to underscore (e.g., "1234567-sb1" becomes "1234567_SB1")
Phase 3: Connect via Brex
Log into Brex as Administrator, navigate Integrations
Click "Connect" next to NetSuite
Enter Token ID, Secret, Account ID, and External URL
Connect and await successful validation
Choose your main NetSuite subsidiary and any other entities for importing
If you face "Invalid login attempt" errors, recheck your Account ID format and verify token status during any testings.
Configuring Transaction Sync and Data Mapping
Proper configuration of mappings in Brex dictates how transactions appear as NetSuite journal entries.
Necessary GL Account Mappings
Accounts Payable: For credit card liabilities
Manual Payments: Bank account
Card Repayment Receivables: Accounts receivable
Rewards: Other income
Reimbursement Liability: Liability
If dropdowns are empty, allow some sync time and refresh.
Align Brex with NetSuite Accounts
GL Account mappings
Match Brex categories like "Meals" or "Travel" to corresponding NetSuite GL accounts
Consider bulk CSV uploads for rapid setup if managing 50+ categories
For NetSuite utilized saved searches, correct mappings ensure Brex data inclusion for accurate reports.
Setting Default Values for Mandatory Fields
Expand "Default NetSuite fields" in Entity Settings
Add and set defaults for necessary dimensions (e.g., Department = "Corporate")
This alleviates frequent export errors about unmet mandatory fields.
Variety in Export Formats
Batched Journal Entries: Group daily, weekly, or monthly expenses
Single Journal Entries: Individual entries per expense
Credit Card Transactions: As NetSuite credit card charges
Vendor Bills: Vendor bills creation (requires Brex Support)
Organizations typically start with weekly/monthly batched entries for efficiency and visibility balance.
Advanced NetSuite Customizations for Deeper Brex Integration
Standard configurations suffice for most cases, but customization opens doors for intricate requirements.
Utilize NetSuite Workflows for Automatic Approvals
Auto-approval: Automatic for entries under specific thresholds
Routing Logic: High-value entries directed to department-specific approvers
Alerts: Notify finance for expenses requiring policy review
Construct Custom Reports for Brex Data
Create searches isolating Brex transactions
Build dashboard KPIs to monitor department spend
Develop reports comparing actual and budgeted card expenses
Advanced Multi-Subsidiary Configurations
Specific mapping of intercompany accounts
Configurations for subsidiary-specific GL mappings
Test intercompany journal generation pre-month-end
Sustaining Your Brex-NetSuite Integration
Consistent maintenance keeps integrations running smoothly without unexpected disruptions.
Routine Data Validation and Reconciliation
Confirm there's no accumulation of pending exports (might signal mapping issues)
Randomly check 5-10 journal entries for accuracy
Monitor and resolve transactions flagged as incomplete
Match Brex totals to NetSuite ledger balances
Revise unmapped merchants and adjust rules
Ensure compliance targets are met with receipt attachment rates
Refresh Post NetSuite Adjustments
Through Integrations → NetSuite, employ Refresh in Brex
Conduct a metadata sync - distinct from a browser refresh
Allow short duration for new values to populate
Training on Integrated Expense Management
Demonstrate receipt capture in the Brex app to staff
Train managers for exception-based approvals (review only out-of-policy spends)
Provide documentation on the GL mapping strategy for finance teams
Troubleshooting Common Brex-NetSuite Hiccups
Even robust configurations occasionally encounter issues. Here's how to address the frequently experienced ones.
Diagnosing Data Errors and Sync Obstacles
Check Account ID format - underscore is needed in sandboxes
Renew the token if compromised
Confirm "Brex" is active in NetSuite’s integration settings
Establish default Brex Entity Settings
Temporarily disable NetSuite mandatory fields if urgent
Employ Integration → NetSuite → Refresh
Assure access to appropriate subsidiaries for the account/vendor
Troubleshooting Export Issues
Filter Journal Entries by status "Pending Approval.”
Confirm if an approval workflow is holding entries
May hit NetSuite rate limits - pause 15-30 mins
Attempt smaller date ranges for exporting
Reopen the accounting period temporarily; export, then lock again
Enhancing Your Brex-NetSuite Integration with Versich
While Brex offers a solid self-service setup, the true transformation of finance operations begins with expert insight, especially in environments not conforming to typical standards.
When Expert Intervention Provides Value
Complex Multi-Entity Infrastructures: Organizations with more than five subsidiaries, unique workflows, or combined reporting needs benefit from Versich's expertise in overcoming multi-entity challenges, ensuring efficient configuration.
Customized NetSuite Environments: If SuiteScript processes, custom records, or comprehensive approval frameworks are present, Versich aligns Brex integration with existing innovations, simplifying the process.
Legacy System Data Migration: Smooth transition of past expense data from platforms like Concur or Expensify to Brex demands strategized planning and Versich's adept migration capabilities.
Continuous Optimization: As businesses transform, so should their integrations. Versich assists in managing ongoing service operations including health checks, mappings, and proactive issue resolution.
