How to set up the Xero Integration


Overview


Preparation


Connection


Configuration


Export an expense

Overview

Key features of the integration

  • Export
    • Exporting of card expenses, invoices, out-of-pocket, and reimbursements is supported.
    • Expense attachments (receipts) are transferred together with the expense data.
  • Categories Sync
    • Import and sync the chart of accounts from Xero with Categories in Pleo. 
    • Select which chart of accounts you want to see as Categories in Pleo.
  • Tags Sync
    • Import and sync tracking categories and customers from Xero with Tags in Pleo. 
    • Select which tracking categories and customers you want to see as Tags in Pleo.
  • Tax Sync
    • Tax codes from Xero are automatically populated in Pleo.
  • Other
    • Pleo bank feed - expenses from Pleo are automatically sent to Xero twice a day at 8 am and 1 pm (UTC).


Preparation

If you have a USD Xero account, you will need to create 3 accounts. These 3 accounts are mandatory for the connection to be done properly.

  1. In Xero, go to Accounting 
  2. Access Chart of Accounts
  3. Click Add bank account, and add without bank feed
  4. Add the following bank name:
    • PleoPocket 
    • Pleo default account 
  5. Click Add bank account and add an account with the name Pleo default account (type expense)
  6. Go back to Chart of Accounts 
  7. Find the bank accounts you created and change the code:
    • Pleo > PLEOBANK 
    • PleoPocket > PLEOPOCKET 
    • Pleo default account > PLEO 
  8. Continue with the regular set-up process


If you have a non-USD Xero account, you can proceed to the next section. Connecting Pleo will automatically create the 3 Pleo accounts in Xero.


Good to know
  • The PLEOBANK account should be created as Bank type. PLEO and PLEOPOCKET should be Expense type.
  • Even if you don’t use Reimbursements, the PLEOPOCKET account is mandatory and should not be deleted.


Connection

  1. In Pleo, navigate to Settings
  2. Click Accounting
  3. Search for Xero
  4. Select the Xero integration and click Connect
  5. Follow the instructions


Good to know

  • If you start using Pleo mid–financial year, the Xero statement balance will begin at 0. To match it with your Pleo balance, follow these steps to sync.
  • Pleo Bank Feed is automatically turned on once the integration is connected, meaning that expenses will be automatically sent to Xero (Reconcile feed in your Pleo bank account) twice a day.
  • You can manually disable the Pleo bank Feed in Pleo by unchecking Pleo Bank Feed at the bottom of the Accounting page.


Configuration

Categories and Tax codes

Categories in Pleo reflect your chart of accounts in Xero. 


  1. In Pleo, go to Settings 
  2. Click Accounting 
  3. Select Categories 
  4. Create categories
  5. For every category
    • Choose the account from the dropdown 
    • Tax code will appear automatically if it’s set for the account in Xero (if not, it will show "No tax code")


Good to know: If you need to change an associated tax code, please do so in Xero and then re-import the category into Pleo (this will automatically update the respective tax codes). 


Tags and Tag groups 

Tags in Pleo reflect your tracking categories and customers in Xero. 


  1. In Pleo, go to Settings 
  2. Click Accounting
  3. Select Tags
  4. Click Sync with Xero


Good to know

  • Pleo's integration does not support the Projects module of Xero. Set up your projects as tracking categories so the data syncs across systems.
  • If you don’t have tracking categories in Xero, the “Sync with Xero” button won’t show. To create Tags manually, click Create tag group and choose Manually.


Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.

Good to know: Even with the Pleo Bank Feed enabled, you still need to export expenses to Xero to get full details (like Categories and Tags). The Bank Feed only includes the date, merchant, amount, and employee name.


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