Settle employee reimbursements

As an admin, learn how to settle employee out-of-pocket expense debt in Pleo.

Settle a reimbursement

Admins can choose which approved expense claims to include in a reimbursement payout and leave the remaining claims to be settled later.

1. Go to Reimbursements in Pleo
2. Select the employee you want to reimburse
3. Select the expenses you want to include in this payout
   • All expenses
   • Selected expenses - Deselect any expenses you want to exclude and settle later
4. Review the total payout amount and click settle expense(s)
5. Choose how the employee will be reimbursed:
   • Direct reimbursement (from Pleo): The employee is paid from your Pleo account balance directly to their bank account (if their bank details are added in Pleo).
   • External reimbursement (outside of Pleo): You pay the employee outside of Pleo (like via manual bank transfer, payroll, or cash) and mark it as reimbursed in Pleo for tracking.

How to fix issues selecting individual expenses

If individual expense checkboxes are greyed out or Pleo states you must settle the full balance, check the employee's pending items.

This happens when the employee’s balance includes specific items like ATM withdrawals or expenses marked as personal. In these cases, Pleo requires the entire balance to be settled together in one single transaction to balance the accounting ledger correctly.