Use VAT Classifications in Brex

The Rillet <> Brex integration supports VAT classifications so you can properly code tax rates before syncing to Rillet. When you connect the integration, all VAT rates from Rillet sync automatically into the Brex Fields Library. You can then apply these VAT classifications while preparing bills, charges, and reimbursements.

Using VAT classifications ensures accurate reporting in Rillet, especially for organizations that operate in multiple countries or manage tax-inclusive transactions.

View VAT Rates in Brex

You can review all VAT rates synced from Rillet in the Brex Fields Library.

1. Go to Accounting > Fields Library.

   
2. Locate the VAT section to see all synced VAT classifications.

Brex displays VAT rates as Accounting Fields, which confirms they were synced from Rillet and are ready to be used when coding bills.

Enable VAT Fields on Bills

Brex may disable VAT fields by default. You need to enable them so your team can assign VAT classifications during bill preparation.

Use this process to make VAT fields available on bills:

1. In the Fields Library, find the field you want to use.

2. Click Configure Field.

   
3. Select Edit.

   
4. Turn on the option to display the field on bills.

5. Click the Confirm button to apply changes.

   

Once enabled, the VAT dropdown appears when coding a bill or expense.

Apply VAT Classifications to Bills

When preparing a bill in Brex, you can assign VAT classifications to each line item.

Brex calculates VAT based on Rillet’s tax-inclusive logic. This means Brex keeps the bill total the same and backs into VAT and net amounts using the selected VAT rate.

To apply VAT while coding a bill:

1. Go to Bills > Pay a bill.

2. Select a line item.

3. Choose the appropriate VAT rate from the VAT dropdown.

   Note: Review the calculated VAT amount and net amount.

4. Click Next.

5. Click Submit for approval.

6. Click Approve.

7. Click Confirm.

All VAT information is included when exporting the bill directly to Rillet.

Use VAT on Charges and Reimbursements

VAT classifications are also available when coding expenses.

To apply VAT to a charge:

1. Go to Accounting in Brex.

2. In the Prepare tab, select the charge.

3. Choose a VAT classification under the VAT dropdown.

   Note: Review the calculated VAT amount and net amount.

4. Select Prepare for Review to move the charge or reimbursement to the review stage.

5. Export the charge or reimbursement using Direct to Rillet.

VAT amounts appear in Rillet immediately after export.

Understand VAT Behavior With Rillet

VAT synced between Rillet and Brex follows these rules:

• VAT is always treated as tax-inclusive when syncing into Rillet. Tax inclusive means that Rillet will not change the total amount of the transaction but will instead back into the pre-tax amount based on the tax rate.

  • For example, when given a charge oe $120 and a tax rate of 20%, Rillet will sync a transaction for $100 pre tax, $20 tax, and $120 total.

• All VAT calculations appear in Rillet with the exact values used in Brex.

• Multicurrency VAT is supported as long as the correct subsidiary VAT rates exist in Rillet.

This ensures consistency and accuracy across both platforms.

See Also

For more configuration guidance, review these articles:

• Set Up Rillet Fields in Brex

• Connect Brex to Rillet

• Custom Fields

• Fields Overview