Finance automation with Pleo

Pleo helps reduce manual finance work by automating key steps across expense capture, reviews, reimbursements, subscriptions, and cash management.

• Expense capture & receipt collection
• Required fields for expenses
• Reviews & approvals
• AI expense review
• Reimbursements
• Subscriptions & vendor automation
• Cash management (Automatic top-up via Transfer rules)

Expense capture & receipt collection

• Receipt reminders: Employees are prompted to add receipts after spending
  • In the web app: Click on your profile picture → My account → Notifications (turn on receipt reminders).
  • In the mobile app: Enable push notifications 
• Fetch: Automatically collects receipts from email and matches them to expenses
  • My account → Power-ups → Enable Fetch and connect email

Required fields for expenses

Ensures employees cannot submit card and out-of-pocket expenses without required information (e.g. category or cost centre). This reduces back-and-forth during review. Follow these steps to complete the setup.

Reviews & approvals

Learn how to automatically route expenses for review based on:

• Team (employee’s team)
• Tags (e.g. department or project)
• Company review (final finance review)

AI expense review

Learn how to enable AI expense review to automatically check expenses against company spending guidelines and flag potential issues. AI flags out-of-policy expenses and prompts for extra details when needed, helping reviewers focus on what matters. It can review:

• Category
• Amount
• Receipt 
• Notes 

Reimbursements

Learn how to enable reimbursements to:

• Set up automatic reimbursements on a schedule: Approved expenses are reimbursed automatically on a fixed schedule, so you don’t need to pay employees manually one by one.
• Keep control with your review setup: Only approved spend is reimbursed automatically.
• Use manual fallback when needed: Admins can still reimburse expenses manually if required.”

Subscriptions & vendor automation

• Recurring vendors 
  • Get an automatically generated overview of subscriptions based on card expenses.
  • Track contract renewal details and get reminders when a contract is due to renew (Beyond Plan only).
• Vendor cards
  • Reduce manual bookkeeping by applying default accounting values to recurring spend. You can select default values that will be automatically applied to every expense made with that vendor card, so finance doesn’t need to categorise the same type of spend over and over.

Cash management (Automatic top-up via Transfer rules)

Learn how to set up transfer rules to automatically top up your Pleo account based on:

• A low balance trigger, or
• A scheduled time trigger, or
• A target exchange rate