Budgets at Pleo

• Who can use budgets?

• How to create a budget?

• How to track spending against your budget?

• Tips for getting the most out of budgets

• FAQs

Who can use budgets

• Admins and Controllers can create budgets for different tags and see all budgets that have been created.
• Budget Owners have visibility into spending against their specific budget and can ensure their team stays within the allocated amount.
• Reviewers can see how expenses impact the budget they're assigned to, helping them make informed approval decisions.
• Spenders can feel confident when making purchases, knowing whether their spending falls within the guidelines.

How to create a budget

An admin or controller can create a budget using a personalised Tag. To do this, you will first need to set up a Tag for your budget.

1. Navigate to Budgets in your Pleo account
2. Click Create Budget
3. Give your budget a clear name (for example, "Marketing Q4" or "Project Phoenix")
4. Set the budget total amount and time period
5. Choose which tag(s) this budget applies to 
6. Assign a Budget Owner who will be responsible for monitoring the spend
7. Click Create budget to activate your budget
8. Once created, the budget will start tracking all relevant expenses automatically

How to track spending against your budget

Budget dashboard – see all your budgets in one place, with a clear breakdown of how much has been spent versus how much remains.

Individual budget details – click on any budget to:

• See all expenses linked to that budget
• See the end date of the budget
• See budget owners(s)
• Edit the budget - the information that can be edited depends on the budget status:
  • Active & Upcoming - All details can be edited except for the Tag
  • Closed - You can edit the name, budget total, and reviewer
  • The start date cannot be changed to be a past date
• Close the budget early
• Download expenses linked to this budget

Tips for getting the most out of budgets

Use tags for project tracking - If you work on client projects, create tags for each project and link them to budgets. This makes it easy to track billable expenses.

Review budgets regularly - Schedule time each week or month to review your budgets with your team. This helps catch overspending early.

Communicate with your team - Make sure everyone who spends against a budget knows it exists and understands the limits.

Adjust as needed - If circumstances change, you can edit your budget amount or time period to reflect the new reality.

FAQs

How does it work for Multi-Entity?

• Multi-entity customers will have to create a separate budget for each entity. The spend across entities cannot be consolidated.

Can the budget be overspent?

• Yes, it is not a hard budget. Once the budget has reached 100% the budget reviewer will be notified via email. However, the budget can still be overspent.

Are refunds included in the budget?

• Yes - refunds will be deducted from the budget total, as long as the refund has the budget Tag.

Can I delete a budget?

• No, you can't delete a budget once it's been created. Instead, you can **close the budget** when you no longer need it. This keeps your budget history intact for reporting purposes while stopping it from tracking any new spend.

Can I reopen a budget after I've closed it?

• No, once a budget has been closed, it cannot be reopened. If you need to track spending for the same project or team again, you'll need to create a new budget with a new time period.

How do I remove an expense from a budget?

• There are two ways to remove an expense from a budget:
  • Remove the tag – Go to the expense and remove the tag that's linked to the budget
  • Change the expense date – Edit the expense date to fall outside the budget's time period