Reimbursements with your accounting integration

This article explains how to set up the two accounts Pleo needs for reimbursements, and how reimbursements and out-of-pocket transactions appear when you export them to your accounting system. For more on the out-of-pocket account itself, see Account for out-of-pocket expenses.

Step 1: Reimbursement accounts

1. In your charts of accounts, create 2 new accounts for the Reimbursements set up:
   • Account for out-of-pocket expenses (Pleo reimbursement account) - This account will represent the balance between the company and all its employees
   • Contra account for reimbursements (External reimbursement account)- This is a temporary account number used for external reimbursements when employees are not paid directly via Pleo but via external source (manual bank transfer, payroll, cash, etc)
2. Navigate to Settings in Pleo 
3. Select Accounting
4. Add the account numbers for the Account for out-of-pocket expenses and Contra account for reimbursements

Step 2: Export reimbursements and out-of-pocket transactions

• Reimbursements reflect the reimbursements to employees for their out-of-pocket transactions. How they're exported depends on how the employee was paid:
  1. Paid via Pleo: Exported as a transaction from your contra account for your Pleo Wallet to your account for out-of-pocket expenses. The money is sent from Pleo to the employee.
  2. Paid outside Pleo: Exported as a transaction from your contra account for reimbursements to your account for out-of-pocket expenses. The money is sent by bank transfer, payroll or cash, not through Pleo. 
     • Paid outside Pleo describes ordinary external reimbursements. Do not use these instructions as a workaround for a claim already assigned to the Deel Payroll integration.
• Out-of-pocket transactions are categorised like all other expenses, but deducted from your out-of-pocket account.

To export the transactions to your accounting system: 

1. Navigate to Export
2. Select the transaction(s) you wish to export
3. Click Add to Export Queue 
4. Go to your Export Queue
5. Click Export