Before enabling Pleo's integration with DATEV Unternehmen online, it's important to check through the requirements in this article. Please make sure that your tax consultant (German: Steuerberater) is involved in the process, which covers:

  • The necessary accounting programmes

  • How to activate necessary settings in DATEV

  • Having accounts, tax rates, and categories ready

  • Select expense settings within the configuration template

Get the necessary accounting programmes

Here are the programmes to purchase (if your company doesn't have them yet):

  • Access to DATEV Unternehmen online (the full version, not DATEV Unternehmen online compact) via SmartLogin or Smart Card // DATEV mIDentity.

  • The additional Rechnungsdatenservice 1.0 package (formerly called DATEVconnect online). Please note that the Pleo integration is not compatible with version 2.0.

Activate the necessary settings in DATEV Unternehmen online

You can find the by logging into Datev Unternehmen online and clicking on Administration - Rechteverwaltung online - Mandanten:

  • Belege

  • Rechnungsdatenservice 1.0 (the advisor and client number are required fields: please see the highlighted area in the below screenshot)

  • Kassenbuch online (the advisor and client number are required fields: please see the highlighted area in the below screenshot)

  • ☝️ If you would like to use Pleo Invoices, your DATEV Unternehmen Online Account needs to be set to Bearbeitungsform Erweitert. Read more about the configuration here.

Have accounts, tax rates, and categories ready

  1. Ask your tax consultant which account (Kasse) number is available for Pleo expenses. The consultant will provide an available number by cross checking the general ledger account (German: Verrechnungskonto). Sometimes a bank account number is used (e.g., SKR04 = 1880; SKR03 = 1280).

  2. Once your tax consultant tells you which number is available, you can log into DATEV create an account (Kasse) that's dedicated to Pleo card expenses. The below video shows how to create a Kasse in a way that meets the following requirements:

    • The account should have a name that is easily recognisable for you internally.

    • The account should be the contra account you use for Pleo expenses.

    • The date should reflect when you started using Pleo (for example, you could enter the date before your first Wallet top-up, the first date of the financial year, etc.).

    • The amount should show your Wallet balance (e.g., zero) on the day that the Kasse is created.

    • The shortfall option can be disabled as it's not possible for your Pleo Wallet to go into the negative.

  3. Ask your tax consultant for a list of common tax rates (for transport, meals, etc.) to be applied to Pleo card expenses. In Germany this is based on the Übersicht Steuerschlüssel (BU) key of tax rates. This list will be used later on in Part 2 when you input tax codes into Pleo.

  4. Ask your tax consultant for a list of expense categories that correspond to your chart of accounts. This will be needed in Part 3.

  5. ☝️ If you plan to use Pleo Invoices, ask your tax consultant what account number shall be used for Invoice payments in DATEV. Read more here.

Select expense settings within the configuration template

In the Pleo "Kassenbuch," go to settings (Einstellungen) and then "Erfassungsmaske konfigurieren." The selected settings will be imported from Pleo. Here are the boxes to tick (as shown in the below video):

  • Beleg-Nr.

  • Berichtigungschlüssel (BU)

  • Steuer

  • Gegenkonto

  • KOST1

  • KOST2

  • Nachricht: this one is optional; only tick this one if you want notes of Pleo expenses to be exported to DATEV

Need help?

  • If you need help setting up DATEV, you can make an appointment with DATEV’s very own team at this link.

  • If you have questions for the Pleo team, here’s how to contact us.

What's next?

If the above programmes are ready and settings enabled, it’s time to set up Pleo’s integration with DATEV Unternehmen online (part 2).

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