Overview
Preparation
Connection
Configuration
Export an expense
Overview
The integration supports all Odoo hosting options and Odoo version 16 & 17
Key features of the integration
- Expenses (including receipts and other attachments) from Pleo are automatically exported to Odoo
- The exported expenses can be recorded as:
- Journal entries or vendor bills
- In draft status or automatically posted
- Analytics Plans from Odoo are synchronised with Pleo Tag Groups
- Taxes from Odoo are synchronised and will always be up-to-date in Pleo
- In Odoo, go to Settings
- Click on General Settings
- Access Manage Users
- Select your user
- Ensure that the following configurations are in place:
- In the Allowed Companies field, ensure that you are assigned to all companies. If you are not assigned to an Odoo company you wish to integrate with Pleo, ensure to have them assigned.
- In the Accounting field, your user must be assigned to the Accountant or Advisor group. This role is necessary for managing accounting data such as journal entries, vendor bills, accounts, and analytic accounts.
- In the Administration field, your user must be assigned to the Settings group in order to access advanced configuration options, including API key management.
Preparation
Generate API Key
- In Odoo, click on your profile in the top right corner
- Select My Profile
- Click on Account Security
- Within API keys click New API key
- Enter your password and confirm
- Enter a key name
- Click Generate key
- Copy and save the API key
Install the employees module
- In Odoo, click Apps in the module overview
- Search for Employees
- Click Install
- Follow the on-screen instructions
Create journals in Odoo
- In Odoo, go to Accounting
- Under Configuration, select Journals
- Click New to add a journal
- Create the following journals:
- Journal for Pleo card expenses - with type Miscellaneous
- Vendor bills - with type Purchase
Create GL accounts in Odoo
- In Odoo, go to Accounting
- Under Configuration, select Accounts
- Click New to create an account
- Create the following accounts:
- Pleo Wallet account - with any type. This account represents your Pleo Wallet and is the source of money for your Pleo expenses
- Pleo out-of-pocket account - with any type. This account is used to track the out-of-pocket expenses made by your employees
- Pleo contra account for external reimbursements - with any type. This account is used to track reimbursements made outside of Pleo
- Accounts Payable account - with type Payable. This account will be used for all expenses recorded as vendor bills in Odoo to track vendor liability
Connection
- In Pleo, navigate to Settings
- Click Accounting
- Search for Odoo
- Select the Odoo integration and click Continue
- Authorise the integration and choose the Pleo entity you are connecting to
- Add the following details:
- Instance location: Enter the URL of your Odoo, for example: https://pleo-integration.odoo.com/
- Database: Enter the domain name (to find the database name, see below how to do it)
- Username: Enter the email address of the user that generated the API Key (step 1)
- API Key: Enter the save API Key generated (step 1)
- Click Check
- Select a company you'd like to connect to in Odoo
- Click Connect
Find the Odoo database name
There are several ways to find the name of your Odoo database.
- In the top-right corner, click on the user icon
- Select My Databases
- The database name can be found on the newly opened page:
Note: If you did not have My Databases in the dropdown, follow the next steps.
Activating Developer Mode
- Navigate to Settings
- Click on General Settings
- On Developer Tools, click Activate the developer mode
Once activated, the database name will appear below the user icon :
Note: If activating the developer mode also didn't help, follow the next steps.
Using Inspect Element
- Right-click on an empty area of any page on Odoo
- Select Inspect or Inspect Element
- Press Ctrl + F (or Command + F on Mac)
- Search for the keyword db
- In the HTML source code, you can find the database name - it will be a word in quotes after db.
- Copy and paste the database name into the integration configuration (db17 in our screenshot situation)
Configuration
Accounting Mapping
If you would like card expenses and/or out-of-pocket expenses to be recorded as vendor bills, switch the Bookkeeping mode toggle and add a journal. Map the journals and accounts created in Odoo (step 1).
Tags
If you would like your Analytical Plans to be synchronised with your Pleo tag groups, switch the toggle to Turn Tags sync on, and:
Select an Analytics Plan (using a dropdown on the left)
Select an existing or create a new Pleo Tag Group (in the dropdown on the right
Good to know:
- Change how often the integration will be automatically syncing Analytic Plans with Pleo, by updating the Tags Sync Rate
- You can synchronise up to 5 Analytics plans with Pleo.
Taxes
If you would like your Taxes to be synchronised to your Pleo integration, switch the toggle to Turn Tax sync on. Update the Taxes Sync Rate to change how often the integration will be automatically syncing Odoo Taxes with Pleo.
Export
- Export queue sync: Set how often the integration will be checking for expenses added to the export queue (5 minutes is recommended)
Ignore Pleo Wallet Top-Ups: If enabled, wallet transfers will not be recorded into your Odoo; if disabled, they will be recorded as journal entries
- Odoo Export receipts: If enabled, receipts and other attachments will be exported to
- Odoo Export in draft status: If enabled, expenses will be exported to Odoo in draft status instead of being posted
Categories
- In Pleo, go to Settings
- Click Accounting
- Select Categories
- Create categories
- For every category
- Add the GL account numbers
- Choose a tax code from
Export an expense
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