The Custom Format feature allows administrators and bookkeepers to tailor their exported data in the format they wish. Many accounting systems have multiple versions of accepted file formats and your unique settings may vary as well. We've created this feature to enable you to adjust the data to be compatible with every accounting system, and your desired format without having to manually amend your file after exporting. You can find all datapoints that can be used in Pleo on the bottom of the page.

Here's a step by step guide to create and use your custom template

  1. Select your default system
  • Click on your profile image in the lower left hand corner and select Settings
  • From the menu option, select Accounting

You will see a list of accounting systems, scroll down to select "Create your own format". 

2. Enter the Contra Account Number and Create Tax codes

Now you need to create a Pleo bank account in your accounting system and add the nominal code of the account to Contra account number. This number will allocate the expenses to the desired bank account in your accounting system upon importing.

 If your accounting system allows tax codes to be imported, you may add these as well. (For example, Sage utilizes tax codes such as T0, T1 and T9).

3. Format your File 

Now it's time to select your desired file format. Here you have the option to choose either .csv or .xlsx files and further preferences around the file as shown below.

4. Create columns

Next step is to create your template. You'll see the columns created as rows, where you should name the columns in line with the column heading and respective data preferences of your accounting systems accepted import format.   

You may change data and amount formats by clicking the three little dots next to the data source.  Here, you also have the ability to drag and drop different columns into different sequences. Below is an example of how data would appear.


A tip:
If you need a value in one of the columns, choose "Static value" from the data source and then click the three little dots to add the value. This is how you can ie. write the bank account name in your accounting system for each expense!


5. Download a file preview 

By clicking the blue "Download a file preview" link on the bottom of the page, a preview of the file will be generated so that you may verify the format before exporting your expenses 


6. Export your data 

Last Step ! When you are satisfied with the preview of your file, Export and review your expenses from the "Export" tab on the main menu. (Here's some tips for it)

Then using the "Export" flow, you will retrieve your expenses in the format that you have just created.

Available Datapoints

Name of Datapoint

Explanation

Receipt Number

Pleo creates a receipt number for each expense and the picture of the receipt will be named after that

Settled date

Date when transaction gets settled

Authorised date

Date when transaction is made

Balance

Wallet balance

Settled amount

Settled Currency

Authorised amount

Authorised currency

Contra Account

Pleo account number in the accounting system

Merchant name

Merchant country code

Employee name

Employee code

Code that can be added in the Employee’s settings in People -page

Category name

Category name that employees choose when purchasing with Pleo

Account number

Nominal code from the accounting system, connected to the category name

Note

Note that employee leaves

Tax Code

Tax code from the accounting system

Review status

“OK”, “Needs more details” OR “Not Okay” - all can be chosen by the admins or the reviewers

Review Note

Note if reviewer has chosen “Needs More details” or “Not Okay”

Receipt URLs

URL which allows you to click and download receipt if logged into Pleo as an admin

Tax rate

Percentage

Net Amount

Amount after deductions like taxes

Tax Amount

Gross Amount

Amount before taxes

Team Name

Can be created in the People > Teams -page

Team Code

Code can be added to each team

Tag ID

You can bring in tag iD like a project ID that you have in your accounting system

Tag name

Tag name, that users can select like a project name

Static value

Choose a value for each transaction, like the type of transaction

Other important settings

Did this answer your question?