User roles in Pleo

Use this guide to understand the different access levels in Pleo and choose the right role for each person in your company. 

Employee

The default role for most people who use a Pleo card to pay for work-related expenses. What an Employee can do:

• Use a virtual and/or physical Pleo card to make purchases (including Apple Pay and Google Pay)
• Submit out-of-pocket expenses (including mileage claims) and reimburse themself through the Pleo mobile app
• Serve as a designated reviewer for expenses submitted by their team/for a project you're running
• See their own expenses and card details
• Request reimbursements if enabled
• See their spending limits and card status

Admin

The highest level of access for managing Pleo across the organisation. What an Admin can do:

• Invite and remove users, assign roles, and manage teams
• Issue, freeze, and configure cards and limits
• Manage vendor cards 
• Pay Invoices
• Configure categories, tax settings, and integrations
• Set up approval workflows, reimbursements, and security policies
• Access company-wide analytics and exports
• View balances and cash overview, and manage funds by withdrawing, moving, or adding money

Controller

An accounting-focused role responsible for preparing data for export and keeping books accurate. What a controller with limited access can do:

• See, edit and export expenses
• Set up accounting & company
• Assist with company verification
• Export expenses
• See balances & cash overview
• Withdraw, move or add money

A controller with extended access has all the benefits of limited, plus:

• Manage users
• Order employee cards
• Manage spending limits
• Manage vendor cards

Controllers can have additional permissions, which need to be set up manually:

• Manage transfer rules
• Settle out-of-pocket expenses

Reviewer

A supplementary role that you add on top of one of the main roles. Use it when someone needs to review spending and manage cards for a team without full admin control. What a Reviewer can do:

• Review and approve or reject expenses for assigned people or teams
• Add comments or request changes before approval
• See the expenses they are responsible for reviewing

External Bookkeeper

The external bookkeeper role is for non-company members invited by the Pleo admin to help prepare expenses for booking. What an external bookkeeper with limited access can do:

• See, edit and export expenses
• Set up accounting & company
• Assist with company verification
• See balances & cash overview
• Withdraw, move or add money

An external bookkeeper with extended access has all the benefits of limited, plus:

• Manage users
• Order employee cards
• Manage spending limits
• Manage vendor cards

External Bookkeeper can have additional permissions, which need to be set up manually:

• Manage transfer rules
• Settle out-of-pocket expenses
• Invoice payments (ability to pay invoices on behalf of admins)