In addition to paying for in-store and subscription charges, we know that a huge chunk of your spending involves paying invoices. Enter Pleo Invoices (formerly Pleo Bills). This article covers:

  • Why use Pleo Invoices?

  • How to get started

  • How it works

  • Managing and paying invoices

  • What should be included in an invoice

  • How invoices work with your accounting integration


Why use Pleo Invoices?

  • Upload invoices directly into Pleo (using either the web or mobile app) or forward them via email.

  • Admins approve every invoice before they're paid with funds from your Pleo Wallet.

  • Export your invoices - along with other Pleo expenses - to your accounting system (Xero, Quickbooks, and more).


How to get started

  1. Click on Invoices tab on the main menu.

  2. Select "enable invoices" to generate a forwarding email.

  3. You'll then see an email (like the one circled below) that you can share with your colleagues so that they can forward invoices to be paid in Pleo.


How it works

  • Pleo scans the uploaded (or email forwarded) invoice.

  • The invoice will now be in the invoices inbox ready to be approved and paid.

  • If any information is missing from the invoice (e.g., due date), then the Pleo admin will be prompted to fill that out so that the invoice is moved to the scheduled queue.


Managing and paying invoices

  1. As an admin, you can go to your invoices inbox and select the invoice you wish to review and pay. Bookkeepers can view invoices, but only admins can pay them.

  2. From here you can view both the invoice PDF (left) and the payment details (right) simultaneously.

3. There are three stages to paying an invoice:

  • Processed: Uploaded and information populated

  • Awaiting Approval: After viewing the details you can approve or reject the invoice

  • Ready for payment: Once approve and set the payment date and click 'Pay'

4. The expense will now sit in the scheduled tab in your invoices page

5. Once the expense is paid the funds will be taken from your Pleo wallet. An invoice that is scheduled for a specific date will get paid at 1 PM (UK time) on the day. If an invoice is set up to be "paid now," it will be paid immediately.


How invoices work with your accounting integration

Right now, Invoices integrate with Xero and Quickbooks. They're also compatible with Sage 50 and offer custom and generic CSV exports.

  • Once an invoice has been paid, it will automatically end up in the Unexported queue.

  • Once you move an invoice to the Export queue, it will be locked.

  • Once Exported, the invoice will be fully synced with the aforementioned accounting systems.


What should be included on an invoice

Please check out this article before sending invoices to Pleo.


Any questions?

Get in touch with Pleo's support team.

Did this answer your question?