Settle employee reimbursements

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As an admin, learn how to settle the debt to employees for out of pocket expenses in Pleo.

Settle a reimbursement

To settle an out-of-pocket balance:

Go to Reimbursements in Pleo
Select the relevant employee to open what they’re owed
Click Settle
Choose Direct or External reimbursement:
- Direct reimbursement (from Pleo): The employee is reimbursed from your Pleo Account balance (availability depends on country and bank account eligibility)
- External reimbursement (outside of Pleo): The employee is reimbursed outside of Pleo (for example by manual bank transfer, payroll, cash, etc.)
Confirm the reimbursement

Good to know:

Before selecting External reimbursement, ensure the employee has been paid outside of Pleo (for example via bank transfer or payroll). Otherwise, you may clear the owed balance in Pleo without reimbursing the employee
External reimbursements are often used when your business prefers to pay employees back through payroll, cash, or a manual bank transfer from the company bank account
Once the employee is repaid, Pleo generates a transfer entry. You must export this transfer to offset the debt and clear the balance in your accounting system. See Reimbursements with your accounting integration
Legacy integrations (Xero, Fortnox, SIE, or Visma eEkonomi) do not automate external reimbursement transfers. These must be recorded manually outside of Pleo.