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Working inside Brex: what LedgerBPO does
Brex bookkeeping services from LedgerBPO give US companies a named accountant who codes every Brex card transaction, keeps your expense policies and accounting mappings current, matches receipts, syncs approved spend to QuickBooks Online, Xero or NetSuite, and reconciles Brex statements, business account balances and repayments to the ledger each month.
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Your subscription, your data
Brex bookkeeping services from LedgerBPO give US companies a named accountant who codes every Brex card transaction, keeps your expense policies and accounting mappings current, matches receipts, syncs approved spend to QuickBooks Online, Xero or NetSuite, and reconciles Brex statements, business account balances and repayments to the ledger each month.
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Inside your file
Every Brex card transaction coded, receipt-matched and policy-checked
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Reconciled on a calendar
Expense policies and accounting mappings maintained as the chart changes
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Reviewed before you see it
Statements, business account and repayments reconciled every month
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A named accountant, a backup and a team lead
Inside your own software, on a fixed close calendar, with a reply from a person within 1 business day. Call +1-657-777-0006 or start a quote.
Get a custom quote 06 / 06
Why businesses on Brex outsource
Brex is common in funded startups, which means spend moves fast and the finance seat is often part-time or vacant. Cards are issued per vendor and per employee, transactions arrive daily, and the sync to the ledger pushes whatever coding the policy applied. By the time a controller looks, months of software subscriptions sit in one account, receipts are missing, and the Brex business account and card statements have never been reconciled.
A dedicated accountant reviews the Brex queue daily. We fix coding, chase receipts, keep the policies and accounting mappings aligned with the chart of accounts, sync in dated batches, and reconcile both the card statement and the Brex business account to the ledger. Bills paid through Brex are prepared for your approval; we never release payment.
What we do inside Brex
Transaction review and coding
We review each Brex transaction for merchant, category, department, memo and receipt, correct the coding and mark it ready to export only when it is complete.
Expense policies and card rules
We maintain Brex expense policies, spend limits per card and merchant restrictions so out-of-policy spend is flagged for a manager before it reaches the ledger.
Receipt matching
Brex matches receipts sent by email, text and the mobile app. We chase what it cannot match and list missing receipts by cardholder every week.
Sync to QuickBooks Online, Xero or NetSuite
We manage the accounting integration and field mappings, export approved transactions in batches, and confirm every batch posts to the ledger correctly.
Statement and business account reconciliation
We reconcile the Brex card statement to synced transactions, match the repayment from your bank, and reconcile the Brex business account balance each month.
Brex bill pay and reimbursements
Where you pay vendors or reimburse employees through Brex, we enter and code the items for your approval. You approve and release every payment; we never move money.
Integrations we reconcile
- QuickBooks OnlineCard transactions, the Brex liability account, business account and repayment matches.
- XeroSynced card spend reconciled to the Brex statement and the Xero bank feed.
- NetSuiteTransactions with subsidiary, department and class coding checked on both sides.
- Sage IntacctCard spend synced with dimension coding and tied to the statement.
- GustoEmployee roster sync and payroll reimbursements kept separate from card spend.
- StripeStripe payouts landing in a Brex business account reconciled to the payout report.
Migration to and from Brex
Moving to Brex
Moving onto Brex starts with the accounting mapping: chart of accounts, departments and classes pulled from the ledger and matched to Brex fields. We set expense policies and card limits, add cardholders and vendor cards, connect receipt forwarding, and run the first statement cycle with every transaction reviewed by hand. The previous card program is reconciled to its final statement before it is closed.
Moving from Brex
Leaving Brex for Ramp, Expensify or a bank card program means closing the last statement cleanly. We export every remaining transaction and receipt image, reconcile the final repayment so the Brex liability account is zero, confirm the business account balance and any in-flight bill payments, and document the policies and mappings so they can be rebuilt in the new tool.
Common Brex reconciliation problems we fix
Repayment debit with no matching entry
Brex pulls the statement balance from the bank as one debit while the ledger holds hundreds of card lines. We reconcile the statement and match the repayment to the liability account so the bank clears.
Software subscriptions all coded to one account
Vendor cards make it easy to spend but the policy sends every SaaS charge to the same line. We recode by function and department so the P&L shows where the money goes.
Receipts missing for weeks
A card charge without a receipt is weak evidence at tax time and in diligence. We list missing receipts by cardholder each week and follow up until the file is complete.
Card feed gaps after a sync failure
When the Brex connection to the ledger fails and is restored, transactions can be skipped or duplicated. We reconcile the Brex statement to the ledger every month to catch both.
Brex business account never reconciled
The Brex business account behaves like a bank account and needs its own reconciliation. We reconcile it monthly, including transfers to and from your primary bank.
Other expense management platforms
Frequently asked questions
Do you work inside my existing Brex account?
Yes. You add us as a bookkeeper or admin user in your own Brex account with the permissions you choose. You keep ownership of the account, the cards, the business account and every payment approval. We code, match and reconcile; you approve and release any bill or reimbursement Brex pays.
How much does Brex bookkeeping support cost?
Pricing depends on volume and scope, so we send a custom quote within 1 business day. The main drivers are transactions per month, the number of cardholders and entities, which ledger Brex syncs to, and whether bill pay review, business account reconciliation and monthly bookkeeping are in the same engagement.
Do you release payments from Brex bill pay?
No. We never move money. We enter and code the bill, attach the invoice, and schedule it for your approval. You or your authorized approver release the payment in Brex. Our accounts payable service explains why we keep this maker-checker split on every engagement.
How do you set up Brex in QuickBooks Online or NetSuite?
The Brex card is a credit card liability account and the Brex business account is a bank account. Synced transactions post to the card liability, the statement is reconciled against it, and repayments clear the balance. Our bank reconciliation service covers both accounts each month.
Can you prepare Brex spend for investor reporting or diligence?
Yes. Clean coding by department and vendor is what investor reporting needs, and a complete receipt file is what diligence asks for. We keep both current each month. Our financial reporting service covers the monthly reporting pack built from the ledger.
Can you clean up Brex coding that has been wrong since the account opened?
Yes. We scope it as a cleanup: export the full transaction history, recode in the ledger by category and department, correct the policies and mappings that caused the errors, and reconcile every past statement. Once clean, the account moves to the daily review service.
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