How to set up your tags

Tags are a great option if you need an additional layer of expense tracking.

Good to know:

• Before you set up your tags, a prerequisite step is to connect Pleo to your chosen accounting system.

• You can set up a maximum of five tag groups in Pleo.

• While certain integrations let you import tags directly from your accounting system, you can also opt to import tags from a spreadsheet. Importing from a spreadsheet is preferable for some customers who prefer to track their Pleo spending using different tags than those in their accounting system. If this is the case for you, please follow the same steps as in the "standard or custom file format" section. Keep in mind that any tags created in Pleo will not be included in the export while you are connected to an accounting system.

• If you sync tags from your accounting system to Pleo, you will not be able to archive or delete the tags in Pleo. This can be done in the accounting integration instead.

This article explains:

• How to sync your tags with your accounting system:

  • Sync tags with Xero

  • Sync tags with Quickbooks

  • Sync tags with e-conomic

  • Sync tags with Fortnox

  • Sync tags with DATEV Unternehmen Online

  • Sync tags with Exact Online

  • Sync tags with the standard or custom file export

• How to archive or delete a tag (or tag group)

• How to highlight a tag group

  
  

How to sync your tags with your accounting system

Sync tags with Xero

Good to know:

• Tags in Pleo reflect your tracking categories in Xero.

• Pleo's integration does not support the Projects module in Xero.

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Sync with Xero":

   
   

3. Follow the on-screen steps to import tag groups (including their individual tags) from Xero.

4. Done! If you make changes to your tracking categories in Xero later on, you can sync the changes in Pleo by clicking on a specific tag group and then clicking "Re-import" in the top right corner:
   
   

   

Learn more about how Pleo tags work with Xero.

Sync tags with Quickbooks

Good to know:

• Tags in Pleo reflect classes and projects in Quickbooks.

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner.

3. Manually type in a name for the tag group and click "Create tag group":
   
   

   

   
   

4. Click "Import" in the top right corner.

5. Click "Classes and Projects":
   
   

   

   
   

6. Choose whether to sync the tag group in Pleo with either your "Projects" or "Classes" in Quickbooks:
   
   

   

   
   

7. Done! If you make changes to to your classes and projects in Quickbooks, click on a specific tag group in Pleo then click "Re-import" in the top right corner.

Sync tags with e-conomic

Good to know:

• Pleo tags reflect your departments (afdelinger) in e-conomic.

• Syncing tags with the Projects module in e-conomic is not automatically available. The reason is that there are a few dependencies that we want customers to be aware of before we enable this option for them. Learn more here.

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner.

3. Manually type out a name for the tag group:
   
   

   

   
   

4. Click "Import" in the top right corner.

5. Click "Departments, Cost Types and Projects":
   
   

   

   
   

6. Select the tags to import from e-conomic:
   
   

   

   
   

7. Done! If you make changes to to your projects or cost centres in e-conomic, click on a specific tag group in Pleo then click "Re-import" in the top right corner.

Sync tags with Fortnox

Good to know:

• "Tags" in Pleo reflect your cost centres (kostnadsställen) and projects in Fortnox.

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner:
   
   

   

   
   

3. Manually type out a name for the tag group:
   
   

   

   
   

4. Click "Import" in the top right corner.

5. Click "Cost Centres and Projects":
   
   

   

   
   

6. Import from either you Projects or Cost Centres in Fortnox:
   
   

   

   
   

7. Done! If you make changes to to your projects or cost centres in Fortnox, click on a specific tag group in Pleo then click "Re-import" in the top right corner.

Sync tags with DATEV Unternehmen Online

Good to know:

• Tags in Pleo reflect cost centres (German: Kostenstellen / KOST1 and KOST2) in DATEV.

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner.

3. Manually type out a name for the tag group (input an easily understandable name).

4. Select the tag group as either Kostenstelle 1 or Kostenstelle 2:
   
   

   

   
   

5. Manually add in the specific tags related to the tag group.

6. Done! If you make changes to your tags, you can either update them manually in Pleo or upload tags from a spreadsheet. If using a spreadsheet, click "Re-import" in the top right corner. Make sure to use the same tabular format as previously used, otherwise the spreadsheet import will fail.

Learn more about how Pleo tags work with DATEV Unternehmen Online.

Sync tags with Exact Online

Good to know:

• Tags in Pleo reflect cost centres (Dutch: kostenplaatsen) and and cost units (Dutch: kostendragers).

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner.

3. Manually type out a name for the tag group (input an easily understandable name).

4. Click "Create tag group" to confirm:
   
   

   

   
   

5. Click "Import" in the top right corner.

6. Click "Cost Centres and Cost Units":
   
   

   

   
   

7. Select either "cost centres" or "cost units" and click "import".

8. Done! If you make changes to to your cost centres or cost units in Exact Online, click on a specific tag group in Pleo then click "Re-import" in the top right corner.

Sync tags with the standard or custom file export

To sync your tags:

1. Go to the Tags page in Pleo.

2. Click "Create tag group" in the top right corner.

3. Manually type out a name for the tag group.

4. Click "Create tag group" to confirm:
   
   

   

   
   

5. Click "Import" in the top right corner.

6. Click "Spreadsheet":
   
   

   

   
   

7. Click "Browse" to upload a spreadsheet from your computer.

8. The next section will show you the:

   • Tag Label: you can choose to have one or two tag labels per expense. For example, you might want an employee who's travelling for work to select both the country and the job code related to the expense. If your file has more than two columns, that's totally fine. Pleo will only sync with the columns that match the labels you have specified.

   • Tag ID: This is for an optional internal coding system/ERP code (employees will not see this when submitting an expense).

   • Tag Preview: this shows you what employees will see when submitting an expense.

9. Here's an example of a CSV file and how you can set up the tags in Pleo:

   • CSV file:
     
     

     
10. 
    

    • Example setup in Pleo:
      
      

      

      
      

11. Click "Import".

12. Done! If you would like to update your list of tags, you can either do so manually (i.e., typing out the names of additional tags), or by re-importing new tags from a spreadsheet. Here's how the latter method works:

• When you re-import, make sure that the column names are the same as the ones in the tag group. Also, the columns should contain unique information in each row. Otherwise, the re-import will fail.

• Add new tags to the existing spreadsheet and re-import. This will automatically update the sheet by archiving old tags and adding new ones.

How to archive or delete a tag group

To archive or delete a tag group (or individual tag, if applicable), click on the three dots to the right side of the specific tag group and click on the relevant action:

Good to know:

• Tag groups that are in use can only be archived, not deleted.

• You can have a maximum of five active tag groups, but unlimited archived tag groups.

• Archived tag groups still show up on exports and within accounting integrations.

• Employees cannot see archived tag groups when submitting an expense.

How to highlight a tag group

Good to know:

• When you highlight a tag group, it will show up on any employee expense (see the "Mobile Preview" screenshot below). That said, it will still be technically possible to export Pleo card expenses that are missing a tag from a highlighted tag group. When it comes to out-of-pocket expenses, however, it won't be possible for employees to submit an out-of expense without adding a relevant tag.

How to highlight a tag group:

1. Go to the Tags page in Pleo.

2. Click on a specific tag group.

3. Toggle on the "Highlight this tag group" option available on the right side of the page.

4. Done! Once set up, the mobile app will highlight the missing field within the expense.