Your guide to setting up categories, which is an essential part of merging and automating Pleo to your Accounting system.
Why categories are important 👀
First off, it will remove a lot of admin work for your finance team! Once set up it allows employees to assign a category that instantly aligns with your chart of accounts and pre-selected tax code without even knowing they are doing it. Simply put: all expenses will be ready for your accounting system and reconciliation.
Here to set up your categories
Click on your profile image, select Settings → Accounting → Categories tab
You will be greeted by 11 default category groups each based on one of the 11 transaction types set by Mastercard. You can change these as how your company categorise this last part is what helps us auto-categorise expenses.
Click on the arrow at right the icon and select your Type, ie. Meals and Drinks
Click Add Category.
Fill in Account (nominal/account code), Name (eg. Client Meals) and Tax code (ie. 20%).
Need an extra help? Use our category examples in this article.
Copying categories between accounts
If you have more than one company account (e.g., different branches or subsidiaries) using Pleo, you might want to use the same categories across accounts.
To copy the entire Categories from an existing account, click on the Export or Import button in the top right corner of the Categories page and then select Export as file. This will download all categories as a .csv file on your computer.
To export a single category group, click on the three-dot icon on the right side of a single category group and select Export as file. This will download this category group as a .csv file on your computer:
Once Pleo processes the file, you’ll be able to see the categories and category groups that are going to be added. Don’t worry if some of the categories are already existing in another account’s setup – importing prevents creating duplicates.
If everything looks good, click ‘Add’. All the added categories will appear in your categories’ list.
💡 Remember to add the tax codes, as these can’t be copied between Pleo accounts.
All set - what now?
When your team makes a purchase, the app prompts them to upload the receipt, and select the category name. In the background Pleo automatically applies the account/nominal code and Tax code, will sit in your Export page ready and lines up for your bookkeeping.
💡Tip: make the names of the categories as straightforward and easy to understand as possible so your users know what to choose
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