Let's say that your company has one office in the UK and another in Berlin. There would be two separate Pleo accounts (entities) for the respective offices. But certain people would likely need to access both entities to approve and track spending. This is where Multi-Entity Management comes in.

With multi-entity access, admins can access multiple Pleo entities without needing to use alias emails. This is particularly useful for finance teams who manage spending across entities.

This article explains:

  • How to get started with Multi-Entity Management

  • Which user roles have access to the different entities

  • How to create a multi-entity team


How to get started with Multi-Entity Management

As outlined on our pricing page:

  • The Essential plan lets you connect two entities.

  • The Business plan lets you connect an unlimited number of entities.

Interested? Ask your dedicated customer success manager to turn this functionality on for your accounts. Not sure who your customer success manager is? Get in touch with our support team and they'll connect you to the right person.


Which user roles have access to the different entities

Admins are the only ones who get the full overview of different entities. Once the functionality has been enabled for two or more entities, all admins from said entities will be able to easily switch between them:

  1. Log onto the Pleo web app.

  2. Click your profile image in the bottom left corner.

  3. Click on another entity to switch views:

While admins will have access across entities, their own Pleo card(s) and respective expenses will be connected to a single entity. In the above image, you can see that Gustaf's Pleo entity at the top of the list.

You can change someone from "employee" to "admin" by:

  1. Going to the People section.

  2. Clicking on the person's name.

  3. Ticking the Admin (Multi-entity) box:

While employees cannot see or toggle between entities, they can benefit from multi-entity teams (explained below).


How to create a multi-entity team

With multi-entity comes multi-entity teams and reviewing, meaning that it's possible to review expenses for a team that's working from different countries and locations.

Once multi-entity is enabled, simply set up a team as you normally would (with the exception that you can add people from all entities). You'll get a prompt to confirm that you want the team to be multi-entity:

Anyone can be on a multi-entity team and be a reviewer of a multi-entity team; even if their role is employee and not admin. A reviewer can see expenses from a multi-entity team using their usual login credentials, without having to switch back and forth.

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