Before you get started
To connect your organisation's Pleo account to Exact Online, you'll need:
Access to https://start.exactonline.nl/
Admin (or bookkeeper) access in Pleo
Part 1: Get your Exact Online account ready for the integration
Login to your Exact Online Netherlands account.
Create a Bank Account specifically for Pleo to record all transactions to and from your Pleo Wallet (Bank Journal Account):
Financials > Banking & Cash > Bank Accounts > Overview > Add New
Select type as “Bank”, populate Bank Account Number field with any unique number (Exact does not need to verify this as it is not an actual Bank account)
Write a unique Description for the account for example ‘Pleo Wallet Bank’
Create a Purchase Journal to record all purchases made using Pleo cards:
Go to Your Company Name (on top left corner) > Master Data > Financials > Journals > Overview b. Select New Purchase
Select New Purchase
Enter a unique Code and helpful Description.
Ensure that the Type is set to “Purchase”.
Select Account Payable “Creditor” under G/L Account.
Later on, once you've exported your first expenses from Pleo, you'll be able to see them in this purchase journal.
Create a unique Supplier Account to record card purchases and Pocket expenses:
Go to Accounts > Suppliers > Create > New > Manually
We recommend using different Supplier accounts for Pocket expenses to track them separately.
Part 2: Connect Pleo and Exact Online
Enter the following values on the Accounting Setup page in Pleo:
Integration company → the company in Exact Online where Pleo expenses will be sent
Pleo Bank Journal → insert the bank journal account
Pleo Journal → insert the purchase journal
Pleo Supplier Account → insert the default supplier account
Pocket Supplier Account → insert the default supplier account
Part 3: Set up categories and link VAT codes
It is our recommendation that you immediately set up categories to align your chart of accounts in Exact Online, and link the correct VAT codes.
Click on Settings.
Go to Categories.
You can either fill out the pre-loaded category groups, which as based on Mastercard's spending types. Or you can click "Create category group" in the top right corner. Either way, a dropdown list of accounts and tax codes (pulled via the Exact Online integration) should automatically appear when you click in the respective fields:
Don't forget to fill out the "name" field for each category so that employees can easily identify which one fits their expense.
All set! What now?
Currently, our Exact Online integration:
Is not available outside of the Netherlands. If you are based in Belgium or Luxembourg and would like to use Exact Online, please reach out to us, and we will keep you updated.
Does not support Invoices.
Does not support the export of Wallet top-ups or manual Pocket reimbursements. For these scenarios, the current workaround is for Pleo support agents to manually move these lines from the "Unexported" to "Exported" queue. This action won't send this expense data to Exact Online, but at least it helps to keep your expense overview tidy in Pleo.
Books all Pleo expenses under Pleo as the supplier, instead of linking to your Exact Online list of specific suppliers.