Duplicate reimbursement expenses

This article explains the duplicate warning you may see when submitting an out-of-pocket (reimbursement) expense in Pleo, and what to do next.

What is the duplicate warning?

When you submit an out-of-pocket expense, Pleo checks whether a similar expense already exists.

You may see a duplicate warning when Pleo finds another expense with the same:

• Performed date
• Amount
• Merchant

Common reasons you will see this warning:

• The expense was submitted before, and you are submitting it again.
• The same receipt was used for more than one expense.
• Two different purchases happened to match on date, amount, and merchant.

What to do next

1. Open the warning details and review the expense that Pleo is flagging as a possible match.
2. If it is the same purchase:
   • Do not submit it again.
   • If you already submitted it twice, delete the duplicate (the one that should not be reimbursed).
3. If it is a different purchase:
   • Continue with the submission - Click submit anyway.
   • Add a short note in the expense description explaining why it is not a duplicate, such as “Separate purchase at the same merchant”.
   • If you submit the expense anyway, Pleo will show an info message on the expense (for both the employee and reviewer), indicating it may be a duplicate and linking to the original expense.

To avoid duplicates

• Submit each receipt only once.
• If you need to make changes, edit the existing expense rather than creating a new one.
• If you paid in cash and later also paid with a card for the same item, submit only the method that should be reimbursed.