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 specific 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.
Create unique Supplier Accounts 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
Click on Settings.
Select Exact Online from the available options
Use your Exact login credentials to authenticate and grant Pleo permissions to post expenses to Exact Online.
Enter the following values (created in Part 1) on the Accounting Setup page in Pleo:
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?
If you haven't already, it's recommended to set up categories as soon as possible to align with your chart of accounts.