How to split expenses
Learn how employees, admins and bookkeepers can split expenses into multiple VAT rates and accounts.
Angela avatar
Written by Angela
Updated over a week ago

When you pay for multiple items and/or services at the same time, different VAT rates might apply. Certain items or services might've also been dedicated to different projects. For example, an invoice from a translation agency might include translation services for your marketing team and sales team.

The good news is that Pleo lets you split card expenses so that your company can:

  1. Claim back the appropriate amount of VAT

  2. Better organise financial reports based on specific tags (representing different projects, teams, etc.)

This article explains:

  • How to split an expense if you're an employee

  • How to split an expense if you're a Pleo admin or bookkeeper

How to split an expense if you're an employee

If you're not sure which tags apply to a particular company expense, reach out to your manager or finance team outside of Pleo.

  1. In the Pleo mobile app, go to the expenses section (second icon from the left at the bottom of your screen).

  2. Click on an expense.

  3. If you haven't already, add the first tag.

  4. Click the plus sign ‘+’ next to the first tag.

  5. Select one or more tags.

  6. Adjust the amounts if needed (Pleo automatically divides the total charge by the number of tags).

  7. Click "Done".

How to split an expense if you're a Pleo admin or bookkeeper

  1. In the Pleo web app, go to the "Export" page.

  2. Click on an expense in the list.

  3. Click on "Split expense".

  4. Once you've split the expense based on account and associated tax code, the changes are automatically saved.

Once finished, export the expense to see what it looks like in your accounting system.

Good to know:

  • If you split an expense in Pleo, it will show up when you export to any of the following accounting systems:

    • e-conomic

    • Xero

    • SIE file

    • Datev

    • Sage 50

    • Sage 200

    • Dinero

    • Billy

    • Generic format

  • When splitting an expense, you'll see a top line and an empty second line. The top line represents the original expense in terms of amount, category and tax rate. This cannot be edited. The category and tax rate of the second and any additional lines will mimic whatever the top line shows. Inputting an amount in any new line will automatically deduct from the amount in the top line. If you delete a line, the first line will automatically adjust.

  • If you delete the split, the expense info will revert to its original description. If anyone else in the company (e.g., another admin or the cardholder) changes the category of a split expense, this will be reflected in the category of the top line.

  • When you export the expense, it will show up in your accounting system in multiple lines, all with the same receipt number and additional data. Only the amount, category/account number and tax (amount, code, rate depending on format) will vary depending on your changes made.

  • If an employee has already added multiple tags to an expense, you'll be able to see that when clicking on an expense in the Export page.

  • An employee can only add multiple tags from the same tag group. Admins and bookkeepers can add tags from different groups, but then the employee can no longer edit the tags.

  • Employees can only split expenses by selecting Tags (i.e.,cost centers). They don't have access to editing the VAT and categories; but admins and bookkeepers can do that in the Export page (as explained above).

  • After the expense has been processed, the edit options disappears for the employee.

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