Every now and again you run into situations where a card payment just doesn't cut it: you might find yourself in a shop that doesn't take card payments or you have a mileage expense to handle for instance. For those cases we have put Pleo Pocket in place.
What is Pleo Pocket?
Pleo Pocket is the place where you keep track of money owed between the employee and the company.
Enabling Pleo Pocket
In order to use Pleo Pocket, the accounting settings must be updated. Here's a guide on how to do that.
Adding a Pocket expense
💡 Note: Pocket expenses can only be added through Pleo's mobile app
Once Pocket is set up for your company, a plus button will appear in the mobile app (make sure you're on the latest version of the Pleo app).
Clicking the plus button, you get the option to "Add a purchase".
Snap a picture of the receipt, just like you're already used to.
Fill out the basic purchase information: the date you bought something, the place you bought it from and the amount.
Add a note, tag or category like you always do.
Done submitting? Your expense will show up in your feed and your Pocket balance will automatically be adjusted.
Time to settle up? Get in touch with your admin and hand back cash or get reimbursed.
Settling the Pocket balance
Whenever an employee's balance is not zero, the Pocket balance can be settled. As an admin you can go to the Pocket page. Here you'll see the outstanding balance for each employee and register a reimbursement or cash return.
💡 Note: the actual money transfer will still need to be made manually. We are currently working on a more integrated solution for reimbursements.
Why don't I see the plus button in my mobile app?
That's probably due to accounting settings not being completed yet. Admins can finish this setup. Here's a guide on how to do that.
How can I edit an expense?
If something went wrong when adding an expense, the team member can simply delete the expense and add it again with the correct information.
What do I do if I didn't get a receipt?
Woops! Especially for cash expenses, receipts are very important. That's why we made it a required step in the flow to add a receipt. If you don't have one: 1) make a picture of anything so you can finish adding your expense, 2) delete the picture and 3) add a "Missing receipt" note.
The amount showing for my ATM withdrawal is slightly higher than what I withdrew
The difference between the two is most likely a fee that the local ATM machine charged for the withdrawal. You should have gotten a receipt for this fee, and it's in essence a manual expense. So just hit the plus button in the app, snap a picture of the receipt and add the fee amount as an expense. Your "Cash remaining" balance should now be right.
How do we get even again?
One way to get even between the company and the user is to simply spend any cash remaining. When you find yourself in the situation where the company owes money to the employee, one of the admins of the company can simply register a reimbursement.
How is the money for a reimbursement transferred?
For now - the actual money transfer still happens outside of Pleo, for instance through your payroll system or a regular bank transfer. We are looking into ways to handle this with a single click.
Pleo Pocket is still a Beta feature, we're working hard to develop it into a fully mature feature. If you have any feedback along the way, please don't hesitate to reach out to the Product Manager for this feature at firstname.lastname@example.org.