Admin onboarding checklist

Start by setting up your Pleo account so employees can start spending, and you can confidently track and export expenses from day one.

Add money to your account

Transfer funds into your Pleo account so your employees have available funds to use their cards once they’re invited.

Good to know: the first top-up may take a few days longer, as our verification team needs to validate your source of funds. Once your bank account is verified, future top-ups will be processed much faster.

Configure your accounting setup

Set up your accounting configuration to ensure expenses are correctly linked with the relevant G/L accounts, VAT rates, and any required cost centres. Follow the steps in set up your accounting with Pleo, how to set up your categories, how to set up your tags, configure Contra Accounts in Pleo, and how to set up your tax codes

Invite your team

Invite your employees so they can access their Pleo cards and reimbursement functionality (if applicable). See How to invite, delete or update user roles in Pleo, and if you’re using reimbursements, follow Allow out-of-pocket expenses and mileage claims with reimbursements.

Good to know: Start with a smaller pilot group first. This helps you adjust your setup before rolling it out to the rest of the organisation.

Order and activate cards

Order physical cards if needed. Employees will automatically have access to their virtual cards once logged in, and they can add the cards to Apple Pay or Google Pay by following Add card to digital wallet.

Make your first real transaction

Use a Pleo card or submit an expense claim to test the flow end-to-end. Check your Categories and Tags setup, and adjust your accounting settings if anything needs refining.

Run your first month-end process

Complete your first successful export using How to export expenses. If you're using an accounting integration, confirm that expense data is correctly transferred to your accounting system. If you're using CSV export, ensure the file includes all required expense data.

Review your approval flows (Optional)

Set up approval flows to ensure expenses are reviewed by the relevant people in your organisation (e.g. line managers, department heads, or project managers).

Configure subscription management (Optional)

Set up Vendor Cards to manage subscriptions and recurring vendor payments efficiently.