Projects sync for Business Central V2

Projects Sync lets Business Central users sync Projects and Project Tasks into Pleo as Tags, so you and your employees can assign project data to expenses in Pleo and have the matching Project, Task, and optional Project Line Type recorded automatically in Business Central during export.

Projects sync setup 

To set up BC Projects sync with Pleo:

1. In Business Central, open Pleo Integration Setup
2. Open Tags Setup
3. Navigate to the Projects section
4. Enable Projects Sync
   • Once enabled, the integration will create a dedicated Pleo Tag Group for Business Central Projects
   • This Tag Group will be used to make Projects available as Tags in Pleo

Good to know: If all 5 Pleo Tag Group slots are already in use, Projects Sync cannot be enabled. Remove one synced Dimension from Tags sync first, then enable Projects Sync again.

Choose how Projects should be synced

Projects Sync can work in two modes. The mode is controlled by the Default Task field.

Option A (default): Project–Task mode:

In this mode, all pairs of open and non-blocked Project-Task combinations will be synced with Pleo Tags:

• Each Pleo Tag represents one Project + Task combination
• Example:
  • Project: `J00010`
  • Task: `MAINT`
  • Pleo Tag: `J00010--MAINT`

To use this mode:

1. Keep the Default Task configuration empty
2. This gives users the most detailed tagging option, but may create more Tags in Pleo

Option B: Project-only mode:

Use this mode if you use the same Task for all Project expenses.

• Each Pleo Tag represents only one Project
• The Task is added automatically during export from the Default Task setting.
• Example:
  • Project Tag selected in Pleo: `J00010`
  • Task added during export: the configured Default Task
• If you use the same Task across all Projects, setting a Default Task is recommended. It reduces the number of Tags in Pleo and makes it easier for users to find the right Project

To use this mode:

1. Fill in Default Task
2. Choose the Task that should be applied to all Project expenses during export
   • Note: Only the Project Task No. value is important. You may see multiple Project Tasks with the same No. but different Descriptions. Simply choose any of these Project Tasks.
   • Ensure that a Project Task with this No. exists in all your Projects to have this mode working correctly

Optional: Set Default Project Line Type:

You can also define the Default Project Line Type.

1. In the Projects section, find Default Project Line Type
2. Choose one of the available values:
   • Budget
   • Billable
   • Both Budget and Billable
3. Or leave the field blank

If set, this Project Line Type will be recorded on all exported expenses that have a Project Tag. If left blank, no Project Line Type is added during export.

Sync Projects with Pleo

After enabling and configuring Projects Sync:

1. On the Tags Setup page, Click Sync with Pleo
2. The integration will sync eligible Projects and Tasks to Pleo
3. The synced Projects will appear in Pleo as Tags in the dedicated Projects Tag Group
4. Once the sync is complete:
   • Users can search and assign the relevant Project or Project-Task tag to expenses
   • to help select the correct Tag, users will see both descriptions and No. of Projects (or Project-Task combinations)

Good to know:

• Only Open, non-blocked Projects are synced
• If a Project becomes blocked or is no longer Open, its Tag is archived in Pleo during the next sync
• Only Posting Project Tasks are synced
• If a Project or Task name changes in Business Central, the Tag name is updated during the next sync
• If a Project or Task code changes, the old Tag is archived and a new Tag is created
• Existing expenses tagged with old Project or Task codes are not automatically relinked