Data Overview
Brex exposes six entities through Coupler.io, covering the full lifecycle of business spending — from card swipes to budget allocations. Here's what each entity contains and how you can use the data.
Entities overview
Transactions
Spend analysis, reconciliation, merchant tracking
Expenses
Reimbursement tracking, policy compliance
Budgets
Budget vs. actual reporting, remaining funds
Users
Headcount-based spend allocation, access audits
Departments
Department-level cost center reporting
Vendors
Supplier payment tracking, vendor analysis
Transactions
Key fields
Transaction ID
Unique identifier for each transaction
Amount
Transaction value in the account currency
Currency
Currency code (e.g., USD)
Date
Date the transaction was posted
Merchant name
Name of the merchant or vendor
Status
Current state (e.g., pending, settled)
Card holder
The user who made the transaction
Department
Department associated with the transaction
Category
Spend category (e.g., travel, software)
Expenses
Key fields
Expense ID
Unique identifier for the expense
Amount
Submitted expense amount
Currency
Currency of the expense
Status
Submission status (e.g., draft, submitted, approved)
Submitted by
User who submitted the expense
Merchant
Merchant associated with the expense
Category
Expense category
Memo
User-provided note or description
Budgets
Key fields
Budget ID
Unique identifier for the budget
Budget name
Name of the budget (e.g., Q3 Marketing)
Owner
Person responsible for the budget
Limit amount
Total spending limit
Spent amount
Amount spent so far
Remaining amount
Funds still available
Period
Time period the budget covers
Department
Department the budget belongs to
Users
Key fields
User ID
Unique identifier for the user
Name
Full name of the employee
Work email address
Role
User role (e.g., admin, employee)
Department
Department the user belongs to
Status
Account status (e.g., active, deactivated)
Departments
Key fields
Department ID
Unique identifier for the department
Department name
Name of the department
Parent department
Parent in a department hierarchy (if applicable)
Vendors
Key fields
Vendor ID
Unique identifier for the vendor
Vendor name
Name of the merchant or supplier
Category
Vendor category
Common field combinations
Transactions + Users — see per-employee spend using a Join on User ID
Transactions + Departments — build department-level cost center reports
Expenses + Budgets — compare submitted expenses against budget limits
Budgets + Departments — track budget utilization across cost centers
Use cases by role
Pull Transactions and Expenses into BigQuery or Google Sheets for month-end close reconciliation
Join Budgets with Departments to generate budget vs. actual reports for each cost center
Use Aggregate transformations to roll up spend by category, department, or time period
Send budget summaries to Claude or ChatGPT to auto-generate executive spend narratives
Monitor Vendors to track which suppliers are receiving payments and flag new or unexpected merchants
Keep a live Departments snapshot to maintain an up-to-date cost center structure for reporting
Append Transactions data from multiple Brex accounts (if you manage more than one) into a single destination
Use the Users entity to audit who has active Brex access and align it with your HR system
Track expense submission patterns by employee to identify outliers or policy gaps
Platform-specific notes
The start date parameter applies to time-series entities (Transactions, Expenses). For Budgets, Users, Departments, and Vendors, all available records are returned regardless of date.
Transactions with a pending status may change after settlement — consider refreshing data daily if you need accurate settled amounts.
Brex API access requires a token with appropriate scopes. A read-only token is sufficient for all Coupler.io entities.
If your organization uses multiple Brex accounts, you'll need a separate API key per account. Use the Append transformation in Coupler.io to merge data into one destination table.
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