How to configure Reimbursements accounting set-up for Holded

• Create and add a contact account for out-of-pocket expenses

• Create and add a bank account for out-of-pocket expenses

• Create and add a contra account for reimbursements

• What exported out-of-pocket expense look like in Holded

Pre-requisite step: Connect Pleo and Holded, and add a Pleo bank account for card expenses.

Create and add a contact account for out-of-pocket expenses

1. In Holded, go to Contacts (Spanish: Contactos) and click on "New Contact" (in the top-right corner).

2. Assign a name (e.g. "Pleo Reimbursements").

3. Click on the "Accounting" (Spanish: Contabilidad) Tab.

4. Under Supplier/creditor account, add a new account that you will associate with the contact. It should be a 410 account.

   
   

   

   
   

5. Click "Create".

6. Back in Pleo, under the section "Contact account for out-of-pocket expenses", select the name of the account you just created from the dropdown menu.
   
   

   

Create and add a bank account for out-of-pocket expenses

1. In Holded, go to "Bank accounts" (Spanish: Bancos).

2. Click "Add account" (Spanish: Añadir cuenta).

3. Click "Payment gateway" (Spanish: Pasarela de pago).

4. Click "Add a manual format" (Spanish: Añadir de forma manual).

5. Enter a name for the account (e.g., Pleo Reimbursements).

6. Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).

7. Make sure to select the same contact account that you created earlier. In order for out-of-pocket expenses and reimbursements to be exported correctly, these accounts (contact and bank) need to be connected.

8. In Pleo, under the section "Bank account for Pleo out-of-pocket expenses", select the name of the account you just created from the dropdown menu.

   
   

   

Create and add a contra account for reimbursements

This section is for customers who plan on reimbursing employees manually (outside of Pleo). Learn more here about the Reimbursement options. A reimbursement account pools the amounts owed per employee in Holded. It's also used to balance out the account for out-of-pocket expenses in Holded.

1. In Holded, go to "Bank accounts" (Spanish: Bancos).

2. Click "Add account" (Spanish: Añadir cuenta).

3. Click "Payment gateway" (Spanish: Pasarela de pago).

4. Click "Add a manual format" (Spanish: Añadir de forma manual).

5. Enter a name for the account (e.g., "Reimbursement owed").

6. Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).

7. Change the account number to either "465 Remunerations pending payment" or

   create a new account (e.g., 4650000X).

8. In Pleo, under the section "contra account for reimbursements", select the name of the account you just created from the dropdown menu.

   
   

   

What exported out-of-pocket expense look like in Holded

After you export out-of-pocket expenses (and any reimbursements) from Pleo, here's what they'll look like in Holded:

• Out-of-pocket expense and direct reimbursement of this expense:

  
  

• Out-of-pocket expense and external reimbursement of this expense: