How to set up your tags

In Pleo, tags help you categorise your expenses to match your accounting data. This article explains how to set up, organise, edit, and archive your tags to keep your bookkeeping accurate.

Tag set up

• How to sync your tags with your accounting system
• How to import tags from a spreadsheet with a custom file export
  
  

Tag Management

• How to manage tag groups
• How to highlight a tag group
• How to edit individual tags
• How to archive or remove individual tags

How to sync your tags with your accounting system

Many integrations allow you to import tags directly from your accounting system. Click on your accounting integration below to see how to set it up. 

• Visma e-conomic integration 
• Netsuite 
• Exact Online 
• Xero
• DATEV Unternehmen Online 
• Datev KR (Buchungsdatenservice Service) 
• Business Central integration v2 

How to import tags from a spreadsheet with a custom file export

1. Go to Settings in the Pleo web app
2. Click Accounting
3. Access Tags
4. Click Create tag group
5. Manually type out a name for the tag group
6. Click Create tag group > Import > Spreadsheet 
7. Select Browse to upload a spreadsheet from your computer

Map your spreadsheet columns

Once you upload your file, you will need to map the columns to ensure the data displays correctly in Pleo.

• Tag Label: Choose to have one or two tag labels per expense. For example, an employee could select both a 'Country' and a 'Job Code'. Pleo only syncs columns that match your specified labels.
• TagID: Use this for an optional internal coding system or ERP code. Employees will not see this ID when submitting an expense.
• Tag Preview: Use this section to see exactly what employees will see in the app.

Update your tags

You can update your list of tags manually by typing new names or by re-importing a fresh spreadsheet.

To re-import tags

1. Ensure your spreadsheet column names match the existing tag group exactly
2. Check that each row contains unique information to avoid import errors
3. Add new tags to your existing spreadsheet and upload it again

Manage tag groups

1. In Pleo, access Settings
2. Navigate to Accounting
3. Access Tags
4. Click on the three dots of the specific tag group
5. Archive, Rename or Delete the tag
   

How to highlight a tag group

You can control how tags appear to your team to make the submission process smoother. Highlighting a tag group makes it prominent in the app when an employee submits an expense.

Important: The behaviour differs by expense type:

• Card expenses - the tag is highlighted as a prompt but the expense can still be exported without one.
• Out-of-pocket expenses - the tag is required before the employee can submit. Use this only if you want to enforce tagging for OOP claims.

1. In Pleo, access Settings
2. Navigate to Accounting
3. Access Tags
4. Click on a specific tag group
5. Toggle on the Highlight this tag group option 
6. The mobile app will highlight the missing field within the expense
   
   

   
   

Edit individual tags

You can customise how specific tags look and who can see them within a group.

1. In Pleo, access Settings
2. Navigate to Accounting
3. Access Tags
4. Click on a specific tag to manage it
5. Edit visibility to limit who sees the tag (not available for multi-entity teams and in UK):
   • Select Availability to restrict the tag to specific teams
   • Use the Make tag unavailable toggle to override team selections and hide the tag for everyone

Archive or remove individual tags

If a specific tag is no longer needed, you can remove it from the active list.

1. In Pleo, access Settings
2. Navigate to Accounting
3. Access Tags
4. Click on the specific tag
5. Click Archive or Remove