Set up the Visma e-conomic integration


Overview


Preparation


Connection


Configuration


Advanced options


Export an expense

Overview

To set up the integration, you will need:

  • Admin or Bookkeeper role on Pleo 
  • Plus or higher pricing plan on Visma e-conomic for access to integration APIs
  • Superuser role on Visma e-conomic
  • To be on the external agreement


The integration supports the following:

  • Card expenses, reimbursements, and invoices (not Purchase Orders)
  • Syncing the following, every hour:
    • Chart of Accounts - automatic import of values, includes updates to name, default tax rates and status.
    • Tags - Departments (only Ét dimensionslag), and if subscribed to Project module: Cost Types, Projects.
    • Taxes - automatic import of values, includes updates to name, tax rates and status.
    • Vendor - automatic import of values, includes updates to name and status.
  • Pre-populates department codes based on team. 
  • Choosing bookkeeping method - Journal or Accounts Payable, and attaching a vendor to an expense

Preparation

Create 3 new accounts (type Balance Sheet) in e-conomic for:

  • Pleo Balance - track movement in the Pleo company account
  • Out of Pocket Expenses - track balance owed to employees
  • External reimbursements (optional) - track reimbursements made outside of Pleo


Create 3 new Journals in e-conomic for:

  • Card transactions 
  • Reimbursements 
  • Invoice payments


Connection

  1. In Pleo, navigate to Settings
  2. Click Accounting, and select:
    1. Visma e-conomic from the available options
    2. Your type of e-conomic agreement (see below)
  3. Click Connect
  4. Make sure that agreement number is correct 
  5. Click on Add app
  6. Once connected, enter the account number and journals created while setting up your accounts in e-conomic.


How to select the right type of e-conomic agreement? 

Option 1 - if you have access as a user on a single agreement. As a user, this should be your default view in e-conomic:


Option 2 - if you have access as an administrator on multiple agreements. As an administrator in e-conomic, you are able to switch between your agreements as shown in this picture:

How to access e-conomic's multiple agreements?


To set up the integration between Pleo and a specific agreement in e-conomic, please follow these instructions carefully: 

  1. Log in to e-conomic
    Note: If you were logged into e-conomic before starting, please log out and log back in.
  2. Click on the Administer icon on the company you want to set up the integration for 
  3. Access the agreement
    Note: The integration is set up for the e-conomic agreement you access - please ensure you're logged into the correct one.
  4. In Pleo, tick off the I have accessed my company's agreement
  5. Click Continue
  6. Allow the Pleo app access to the agreement in e-conomic


Good to know: If you get stuck while trying to add the app to your e-conomic agreement, or see the error message “You must be actively administering an agreement to add apps as an administrator. Please switch to the client agreement you wish to grant access to and follow the app link again, you’ll need to:

  1. Log out of e-conomic
  2. Switch to the correct agreement
  3. Log back in before trying the app link again


Configuration

Categories & Taxes

  1. In Pleo, go to Settings 
  2. Click Accounting 
  3. Select Categories 
  4. Create categories
  5. For every category
    • Add the account numbers 
      Note: Applicable if you are using Invoices - the drop-down for selecting accounts will not show a complete overview during Category setup; instead, type your account number. 
    • Choose a tax code from the dropdown


Tags and Tag groups

  1. In Pleo, go to Settings
  2. Access Accounting 
  3. Under Set up, navigate to the Import dimensions section
  4. Select the relevant dimensions which will be set up as Tags on Pleo
  5. Click Save settings
  6. To immediately import data from e-conomic to Pleo, click Sync with Visma e-conomic 


Good to know: If your employees’ expenses always belong to the same department, you can add the department code to the team instead of creating a separate tag group. This way, the department will be added automatically, and users won’t need to select it manually.


  1. In Pleo, go to People
  2. Access Teams 
  3. Select the team or create new ones if none exist
  4. Click Settings
  5. Under Code, enter the correct department code
    Note: If the department code doesn’t exist in e-conomic or is inactive, it will be ignored.


Projects module

If you have Projects module, then both Projects and Cost Types are imported as tag groups into Pleo. Any expense carrying a Project tag will also require Cost Type and vice-versa.


Find out how the projects module in e-conomic works with Pleo.


Advanced options

Expense Rollover

By enabling this feature, any expenses dated within a barred or closed accounting period will be automatically shifted to the next open accounting period at time of export.


  1. In Pleo, go to Settings
  2. Access Accounting 
  3. Under Export Settings, toggle switch Expense Rollover

Vendor Tagging

  1. In Pleo, go to Settings
  2. Access Accounting 
  3. Click Activate Vendor Tagging
  4. Select a default vendor from the list
    Note: This vendor will be used automatically if no specific vendor is selected for an expense or invoice.


With Vendor Tagging activated and set up, within an expense detail you can select a vendor under Bookkeeping Method (vendor is mandatory for Accounts Payable only).

Vendor Sync

Vendors are imported from e-conomic into Pleo with the option to create new vendors from Pleo into your Visma e-conomic account. To create new vendors:

  1. In Pleo, go to Settings
  2. Access Accounting
  3. Add the following settings  
    • Supplier Group
    • VAT Zone
    • Payment Terms
      Note: All new vendors will be created using these settings - if you would like to make changes to a vendor information, you can do so within Visma e-conomic.


Good to know: Vendors are synced multiple times a day and reflect any changes made to Vendor Names or Vendor Status.


Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.


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