How to configure Reimbursements accounting set-up for Holded

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

  1. In Holded, go to Contacts (Spanish: Contactos) and click on "New Contact" (in the top-right corner).

  2. Assign a name (e.g. "Pleo Reimbursements").

  3. Click on the "Accounting" (Spanish: Contabilidad) Tab.

  4. Under Supplier/creditor account, add a new account that you will associate with the contact. It should be a 410 account.



  5. Click "Create".

  6. 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

  1. In Holded, go to "Bank accounts" (Spanish: Bancos).

  2. Click "Add account" (Spanish: Añadir cuenta).

  3. Click "Payment gateway" (Spanish: Pasarela de pago).

  4. Click "Add a manual format" (Spanish: Añadir de forma manual).

  5. Enter a name for the account (e.g., Pleo Reimbursements).

  6. Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).

  7. 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.

  8. 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.

  1. In Holded, go to "Bank accounts" (Spanish: Bancos).

  2. Click "Add account" (Spanish: Añadir cuenta).

  3. Click "Payment gateway" (Spanish: Pasarela de pago).

  4. Click "Add a manual format" (Spanish: Añadir de forma manual).

  5. Enter a name for the account (e.g., "Reimbursement owed").

  6. Within the newly created account, click the 3 dots and click "Settings" (Spanish: Configuración).

  7. Change the account number to either "465 Remunerations pending payment" or

    create a new account (e.g., 4650000X).

  8. 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:


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