Set spending guidelines

To create and manage your expense policy in Pleo, Admins can publish spending guidelines for different categories. This allows employees to read (and ask questions about) the Guidelines

1. Navigate to Settings
2. Access Spending Guidelines
3. Click CreateGuidelines 
4. Select a category to add guidelines to
5. Choose to write the guidelines yourself or with AI
6. Click Publish
7. Once published, users will be able to read and ask questions about the guidelines in their Pleo app

Learn how to write effective spending guidelines

Spending Guidelines are most effective when they are clear, specific, and actionable.

Keep each guideline to one clear rule

• What’s allowed / not allowed
  • “Client meals are allowed when there’s a business purpose and attendee names are added.”
  • “Personal purchases aren’t allowed (even if you plan to repay).”
• Limits (if relevant)
  • “Hotels must be under £200/night unless pre-approved.”
• What to add to the expense
  • “Add a receipt and a short description for every purchase.”
  • “For meals, include who you met with.”
• What to do when unsure
  • “If it’s not listed, ask your manager/Finance before purchasing.”

How to write them

• Start with the verb: “Add… / Don’t… / Use… / Avoid…”
• Use must / must not / only if (avoid “should”)
• Be specific: name the merchant type, category, or scenario
• Avoid long explanations