How to avoid duplicate accounting entries

Duplicate entries usually happen when the same Pleo expenses are exported (or imported) more than once — for example, through a combination of a Pleo export and a bank feed, or by re-exporting after changes. This guide explains the most common causes and how to prevent them.

Why duplicates happen

1) The same expense is imported via two different routes

This typically happens when you:

• export expenses from Pleo, and
• import the same card transactions into your accounting system via a bank feed (or another connection)

Result: you end up with two versions of the same spend in your accounting system.

2) Expenses are exported more than once

Depending on the accounting system/integration, duplicates can occur if you:

• re-export items that were already exported
• import the same export file twice
• re-run an import after changing mappings, without cleaning up the previous import in the accounting system

3) You changed mappings/settings and re-exported to “fix” missing data

If an export failed or data was missing (for example due to mapping changes), it can be tempting to export again.

In some systems, re-exporting creates a new entry rather than updating the original one — which can create duplicates.

How to prevent duplicate entries

1) Use one source of truth in your accounting system

Decide how Pleo spend should reach accounting, and stick to one route.

• If you export expenses from Pleo (via integration or file), consider excluding those same transactions from your bank-feed-based workflow (how to do this depends on your accounting system).
• If your accounting system must use bank feeds, align on whether Pleo-exported expenses should still be imported (in most cases: avoid using both).

2) Avoid importing the same file twice (custom exports)

If you export Excel/CSV files from Pleo:

1. Save exports in a dedicated folder (for example “Pleo exports — July 2026”)
2. Name files clearly (include export date/time and the period)
3. Before importing, confirm that file hasn’t already been imported
4. If you need to redo an import, delete or reverse the previous import in your accounting system first (if your system supports it)

3) Be careful with re-exporting from Pleo

If expenses are missing or incorrect in your accounting system:

• First, confirm whether they are actually missing or just posted somewhere unexpected (for example wrong account or wrong journal)
• If you re-export, check whether your accounting system will:
  • update an existing entry, or
  • create a new entry (which can cause duplicates)

If you’re unsure, test with a single expense before re-exporting a full batch.

4) Set a clear month-end process

A consistent close process helps reduce “fixes” that lead to duplicate exports.

• Set a cut-off date for receipt submission and coding
• Export once the period is ready
• Avoid changing mappings mid-export (or document exactly what changed and when)

If you already have duplicates

If you’re already seeing duplicates, you typically need to:

1. Identify which entries are duplicates (often easiest by comparing amount, date, merchant, and reference fields).
2. Delete the duplicates in your accounting system (Pleo can’t automatically remove entries that already exist in your accounting tool).
3. Fix the root cause (bank feed overlap, repeated import, or re-export behaviour).

Common questions

Can I revert an export from Pleo?
Once expenses are exported, you generally can’t revert the export yourself. If you have an export that needs to be reverted, contact Support (what’s possible depends on the specific situation and integration).

I’m using Xero and I see duplicates — what should I do?
If you see duplicated expenses in Xero, you’ll need to manually delete the duplicates. If it keeps happening, contact Support (this can be related to export behaviour and/or bank feed setup).