How to Integrate Brex With NetSuite: Step-by-Step Guide

Key Takeaways

• One accounting firm saved 10-15 hours monthly on expense reconciliation, while another eliminated 10 hours per week on unnecessary approvals; Brex's automated receipt matching drives employee submission rates up to 98%
• Brex achieved "Built for NetSuite" certification as a SuiteApp with Bundle ID 282505, meeting Oracle's security and performance standards
• Initial integration setup takes 15-60 minutes, with full configuration completed in 1-2 hours
• One company reduced month-end close from 35 to 5 hours—an 86% improvement in closing efficiency
• The integration supports multi-subsidiary environments with automated intercompany entries

Understanding the Benefits of Brex-NetSuite Integration for Your Business

The Brex-NetSuite integration creates a bidirectional data sync between Brex's spend management platform and your NetSuite ERP. Brex imports your chart of accounts, departments, classes, locations, and vendor lists from NetSuite, then exports card transactions, reimbursements, and bill payments as journal entries directly into your financial system.

What This Integration Delivers

Automated GL Coding: Map Brex expense categories to NetSuite accounts with rule-based automation. When an employee swipes their card at a restaurant, the transaction automatically lands in "6500 Meals & Entertainment" without manual intervention.

Receipt Management: Receipts captured in Brex are automatically attached to journal entry line items via URL links. No more chasing employees for missing documentation during audits.

Real-Time Visibility: Instead of waiting until month-end to see expense data, transactions flow into NetSuite as they occur—enabling what finance teams call a "continuous close."

Multi-Entity Support: For organizations using NetSuite OneWorld, the integration handles automated intercompany journal entries when employees in one subsidiary incur expenses for another.

This level of automation maximizes efficiency in ways that manual processes simply cannot match. Companies report achieving the same outcomes with significantly fewer resources dedicated to routine accounting tasks.

Prerequisites and Preparation for Your Brex-NetSuite Integration

Before diving into the technical setup, proper preparation prevents common errors that derail implementations. Taking time to verify access and configure your environment upfront saves hours of troubleshooting later.

Account Requirements

Brex Access:

• Admin, Card Admin, or Bookkeeper role with accounting integration capability
• Active Brex account (or ability to sign up during integration)

NetSuite Access:

• Administrator access required for initial setup
• Can create a custom role with limited permissions after configuration

Ensuring Proper NetSuite Roles & Permissions for Integration

The integration requires specific NetSuite permissions to function correctly. Your integration user needs:

• Make Journal Entry (Full)
• Perform Search (Full)
• Accounts/Classes/Departments/Locations/Vendors (View)
• Login using Access Tokens (Full)
• Custom Fields (Full)
• SOAP Web Services (Full)

Preparing Your NetSuite Chart of Accounts for Brex Data

Before connecting systems, ensure you have the following GL accounts ready:

• Card Liability Account: Where Brex card expenses post as credits
• Bank Account: For card payments and reimbursements
• Rewards Account: Other income category for cashback/rewards
• Reimbursement Liability: Tracks amounts owed to employees

If your NetSuite requires mandatory fields like Department, Class, or Location on all transactions, you'll need default values configured to prevent export errors. Review your preparation checklist to ensure your environment is ready.

Step-by-Step: Connecting Brex to NetSuite Directly

The connection process involves three phases: enabling NetSuite features, generating authentication credentials, and establishing the connection from Brex. The entire process takes 15-60 minutes depending on your environment complexity.

Phase 1: Enable NetSuite SuiteCloud Features

Step 1: Access Feature Settings

• Log into NetSuite as Administrator
• Look for an option labeled "Enable Features" under Company settings

Step 2: Enable Required Features

• Check "SOAP Web Services" under SuiteTalk (Web Services)
• Check "Token-Based Authentication"
• Save your changes

Step 3: Install Brex Bundle

• Navigate to SuiteBundler and search for "Brex"
• Locate Bundle ID 282505
• Install and accept terms
• Wait 5-7 minutes for installation to complete

Step 4: Configure Journal Entry Form

• Find your preferred Journal Entry transaction form
• Edit the form to show "Receipt URL" and "Created From" custom fields on line items
• Save the form

Phase 2: Generate Access Tokens

Step 5: Create Integration Token

• From NetSuite homepage, locate the Settings portlet
• Look for an option labeled "Manage Access Tokens"
• Create a new access token
• Select Application \= "Brex" from dropdown
• Save your changes

Critical: Immediately copy both the Token ID and Token Secret to a secure location. These credentials cannot be retrieved after leaving the page.

Step 6: Retrieve Account ID

• Navigate to Company Information settings
• Copy your Account ID (e.g., "1234567")
• For sandbox environments, change dash to underscore: 1234567-sb1 becomes 1234567_SB1

Phase 3: Connect from Brex

Step 7: Initiate Connection

• Log into Brex as Administrator
• Navigate to Integrations
• Click "Connect" next to NetSuite

Step 8: Enter Credentials

• Input Token ID, Token Secret, Account ID, and the External URL
• Click Connect
• Wait for validation—you should see "Successfully connected"

Step 9: Select Entities

• Choose your parent NetSuite subsidiary
• For multi-subsidiary environments, select additional entities to import

If you encounter "Invalid login attempt" errors, double-check your Account ID format and verify the token wasn't accidentally revoked during testing.

Configuring Transaction Sync and Data Mapping between Brex and NetSuite

Once connected, the real value comes from proper mapping configuration. This determines how Brex transactions translate into NetSuite journal entries.

Required GL Account Mappings

Navigate to NetSuite Settings under Accounting in Brex and configure these mappings:

• Accounts Payable: Credit card liability account
• Manual Payments: Bank account
• Card Repayment Receivables: Accounts receivable
• Rewards: Other income account
• Reimbursement Liability: Liability account

If dropdowns appear empty, wait 1-2 minutes and refresh—Brex is syncing your NetSuite data.

Aligning Brex Expense Categories with NetSuite Accounts

Navigate to Manage Automations in Brex:

• Create mappings for GL Account
• Map each Brex category (e.g., "Meals," "Software," "Travel") to corresponding NetSuite GL accounts
• Consider bulk uploading via CSV for faster configuration if you have 50+ categories

For organizations using NetSuite saved searches for expense reporting, proper category mapping ensures your existing reports capture Brex data accurately.

Setting Default Values for Mandatory Fields

If NetSuite requires Department, Class, or Location on transactions:

• In Entity Settings, expand "Default NetSuite fields"
• Add each mandatory dimension
• Set appropriate defaults (e.g., Department \= "Corporate")

This prevents the most common export error: "Please enter value(s) for" mandatory field errors.

Choosing Your Export Format

Brex offers multiple export configurations:

• Batched Journal Entries (Recommended): Groups expenses by day/week/month
• Single Journal Entries: One JE per expense
• Credit Card Transactions: Exports as NetSuite credit card charges
• Vendor Bills: Creates vendor bills (requires Brex Support enablement)

Most organizations start with weekly or monthly batched journal entries to minimize GL clutter while maintaining visibility.

Advanced NetSuite Customizations for Enhanced Brex Integration

Standard configuration covers most use cases, but NetSuite customization unlocks additional capabilities for complex requirements.

Leveraging NetSuite Workflows for Automated Approvals

Create workflows that trigger when Brex journal entries arrive:

• Auto-approval rules: Approve JEs under certain thresholds automatically
• Routing logic: Send high-value entries to specific approvers based on department
• Exception alerts: Notify finance when out-of-policy expenses arrive

Learn the fundamentals in our guide on creating NetSuite workflows.

Building Custom Reports for Brex Data

Use the "Created From" field (populated with "Brex" on integration entries) to filter reports:

• Create saved searches that isolate Brex-sourced transactions
• Build dashboard KPIs tracking card spend by department
• Design variance reports comparing budgeted vs. actual card expenses

Multi-Subsidiary Advanced Configuration

For organizations with 5+ subsidiaries, consider:

• Mapping intercompany payable/receivable accounts explicitly
• Configuring subsidiary-specific GL account mappings
• Testing intercompany JE generation before month-end

Best Practices for Maintaining Your Brex-NetSuite Integration

A well-maintained integration runs smoothly for years. These practices prevent issues before they impact your close process.

Regular Data Validation and Reconciliation Checks

Weekly:

• Verify pending exports don't accumulate (indicates mapping issues)
• Spot-check 5-10 journal entries for accurate coding
• Review any transactions flagged for missing fields

Monthly:

• Reconcile Brex statement totals against NetSuite GL balances
• Audit unmapped merchants and update rules
• Verify receipt attachment rates meet compliance targets

Refreshing Integration After NetSuite Changes

Anytime you add GL accounts, vendors, or custom fields in NetSuite:

• Navigate to Integrations → NetSuite and select Refresh in Brex
• This syncs metadata—different from a browser refresh
• Wait 1-2 minutes for new values to appear in dropdowns

Training Your Team on Integrated Expense Management

Effective training reduces support tickets and improves data quality:

• Show employees how receipt capture works in the Brex app
• Train managers on exception-based approvals (reviewing only out-of-policy spend)
• Document your GL mapping logic for finance team reference

Troubleshooting Common Brex-NetSuite Integration Issues

Even well-configured integrations encounter occasional hiccups. Here's how to resolve the most frequent problems.

Diagnosing Data Discrepancies and Sync Failures

"Invalid login attempt" Error

• Verify Account ID format (sandbox requires underscore: 1234567_SB1)
• Regenerate token if credentials were compromised
• Check that the "Brex" application is enabled in NetSuite's integration settings

"Please enter value(s) for: Department" Error

• Set default values in Brex Entity Settings
• Or temporarily disable mandatory field requirement in NetSuite

GL Accounts/Vendors Not Appearing in Brex

• Use Integrations → NetSuite → Refresh (not browser refresh)
• Verify the account/vendor has access to selected subsidiaries

Resolving Export Issues

Export Shows "Successful" but Entry Missing in NetSuite

• Search Journal Entries filtered by Status \= "Pending Approval"
• Check if approval workflows are intercepting new entries

"Stuck in Exporting" Status

• NetSuite rate limit may be hit—wait 15-30 minutes
• Try exporting smaller date ranges to avoid concurrent request limits

Reimbursement Period Closed Error

• Accounting period for reimbursement date is locked
• Temporarily unlock the period, export, then relock

For persistent issues, Brex's troubleshooting guide covers additional edge cases.

How Anchor Group Helps You Get More from Your Brex-NetSuite Integration

While Brex provides a solid self-service setup for standard configurations, many organizations discover their NetSuite environment isn't quite "standard." That's where working with experienced NetSuite consultants makes the difference between a functional integration and one that truly transforms your finance operations.

When Expert Assistance Adds Value

Complex Multi-Entity Architectures: Organizations with 5+ subsidiaries, unique intercompany workflows, or consolidated reporting requirements benefit from Anchor Group's multi-entity expertise to configure optimal entity mapping and eliminate consolidation headaches.

Custom NetSuite Environments: If you've invested in SuiteScript workflows, custom records, or advanced approval processes, Anchor Group ensures the Brex integration works harmoniously with your existing customizations—not against them.

Data Migration from Legacy Systems: Moving historical expense data from Concur, Expensify, or spreadsheet-based tracking into a Brex-powered workflow requires careful planning. Anchor Group handles the migration while you focus on running your business.

Ongoing Optimization: As your business evolves, your integration should too. Anchor Group provides managed services that include monthly health checks, mapping updates, and proactive troubleshooting.

If you're experiencing integration challenges or want to explore advanced automation possibilities, Anchor Group's team of NetSuite-certified developers can help. Schedule a consultation to discuss your specific requirements.

Frequently Asked Questions

How quickly can I complete the Brex-NetSuite integration?

Basic setup takes 15-60 minutes, including enabling SuiteCloud features, installing the bundle, and establishing the connection. Full configuration with GL mapping and default values adds another 1-2 hours. Most organizations export their first test transactions within a single workday.

What NetSuite permissions are required for the Brex integration?

The integration user needs Make Journal Entry (Full), Perform Search (Full), view access to Accounts/Classes/Departments/Locations/Vendors, Login using Access Tokens (Full), Custom Fields (Full), and SOAP Web Services (Full). You can create a dedicated custom role with these minimum permissions rather than using an Administrator token.

Can Brex transactions automatically sync to NetSuite without manual intervention?

The import from NetSuite (GL accounts, vendors, custom fields) syncs automatically or on-demand. However, exporting transactions to NetSuite requires user initiation—you select the date range and click export. This design allows finance teams to review and batch transactions appropriately. Most organizations establish a weekly or monthly export cadence aligned with their close process.

How does the integration handle multi-currency transactions?

Brex maintains local currency amounts and handles USD conversions automatically. For multi-subsidiary environments, the integration generates intercompany journal entries when employees in one subsidiary incur expenses for another, eliminating manual intercompany reconciliation.

What should I do if I encounter sync errors between Brex and NetSuite?

Start with the basics: verify your token hasn't expired, confirm Account ID format is correct (sandbox environments need underscores), and ensure mandatory NetSuite fields have default values configured. For persistent issues, use the Refresh function to resync metadata. If errors continue, check NetSuite's approval workflows—entries may be pending rather than missing.

Disclaimer: This content is for general informational purposes only and may not reflect current updates or your specific configuration—please confirm details with your Anchor Group consultant.