This article explains how to configure your accounting settings ensure that out-of-pocket expense end up in the right place in Holded. We'll cover how to:
Pre-requisite step: Connect Pleo and Holded, and add a Pleo bank account for card expenses.
Create and add a contact account for out-of-pocket expenses
In Holded, go to Contacts (Spanish: Contactos) and click on "New Contact" (in the top-right corner).
Assign a name (e.g. "Pleo Reimbursements").
Click on the "Accounting" (Spanish: Contabilidad) Tab.
Under Supplier/creditor account, add a new account that you will associate with the contact. It should be a 410 account.
Click "Create".
Back in Pleo, under the section "Contact account for out-of-pocket expenses", select the name of the account you just created from the dropdown menu.
Create and add a bank account for out-of-pocket expenses
In Holded, go to "Bank accounts" (Spanish: Bancos).
Click "Add account" (Spanish: Añadir cuenta).
Click "Payment gateway" (Spanish: Pasarela de pago).
Click "Add a manual format" (Spanish: Añadir de forma manual).
Enter a name for the account (e.g., Pleo Reimbursements).
Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).
Make sure to select the same contact account that you created earlier. In order for out-of-pocket expenses and reimbursements to be exported correctly, these accounts (contact and bank) need to be connected.
In Pleo, under the section "Bank account for Pleo out-of-pocket expenses", select the name of the account you just created from the dropdown menu.
Create and add a contra account for reimbursements
This section is for customers who plan on reimbursing employees manually (outside of Pleo). Learn more here about the Reimbursement options. A reimbursement account pools the amounts owed per employee in Holded. It's also used to balance out the account for out-of-pocket expenses in Holded.
In Holded, go to "Bank accounts" (Spanish: Bancos).
Click "Add account" (Spanish: Añadir cuenta).
Click "Payment gateway" (Spanish: Pasarela de pago).
Click "Add a manual format" (Spanish: Añadir de forma manual).
Enter a name for the account (e.g., "Reimbursement owed").
Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).
Change the account number to either "465 Remunerations pending payment" or
create a new account (e.g., 4650000X).
In Pleo, under the section "contra account for reimbursements", select the name of the account you just created from the dropdown menu.
What exported out-of-pocket expense look like in Holded
After you export out-of-pocket expenses (and any reimbursements) from Pleo, here's what they'll look like in Holded:
Out-of-pocket expense and direct reimbursement of this expense:
Out-of-pocket expense and external reimbursement of this expense:
