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Where You Are

You are viewing the Accounting System/ERP Processing Workflow Guide. This guide explains how an integration processes Export Items already retrieved from Pleo and transforms them into accounting records inside an Accounting System (AS) or ERP. It focuses on processing and bookkeeping behaviour inside the Accounting System, not on communication with Pleo’s export APIs.

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What You’ll Have Built

After completing this workflow, your integration will:
  • Convert Export Items into accounting entries correctly
  • Support both Journal Entry and Accounts Payable bookkeeping methods
  • Map financial accounts and data consistently
  • Attach supporting documentation to accounting records
  • Assign entries to the correct accounting periods
  • Apply controlled posting behaviour (draft or finalised)
  • Produce predictable, auditable accounting outcomes

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Who This Guide Is For

This guide is intended for:
  • Integration developers implementing exports
  • Solution architects designing accounting integrations
  • Technical partners building Accounting System connectors

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Scope

This workflow begins after Export Items have been fetched and validated and ends when accounting entries are created in the Accounting System.

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Export Processing Workflow

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Steps

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1. Determine Bookkeeping Method

Purpose:
Identify how the expense must be recorded in the Accounting System. Input
  • Export Item
  • Configured bookkeeping method
  • Expense type metadata
Output
  • Recording strategy selected:
    • Journal Entry
    • Accounts Payable
Why It Matters Different bookkeeping methods produce fundamentally different accounting structures.
The integration must determine this before any mapping or posting occurs. See Integration Design

How to Determine the Bookkeeping Method

Select the correct bookkeeping strategy for each Export Item.

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2. Apply Accounts Mapping

Purpose:
Map debit and credit accounts required to create balanced accounting entries. Input
  • Expense category (GL account)
  • Vendor configuration
  • Wallet / Contra / Out-of-pocket accounts
  • Bookkeeping method
Output
  • Fully resolved debit and credit accounts
Why It Matters Correct accounts mapping ensures financial statements, liabilities, and reconciliations remain accurate. See Integration Design

How to Apply Accounts Mapping

Resolve debit and credit accounts for exported expenses.

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3. Apply Data Mapping

Purpose:
Translate Pleo expense data into Accounting System fields. Input
  • Export Item financial data
  • Mapping configuration
  • Accounting dimensions and tax data
Output
  • Accounting-ready payload containing mapped fields
Why It Matters Accurate data mapping enables reporting, reconciliation, and traceability across systems. See Integration Design

How to Apply Data Mapping

Map expense fields into Accounting System structures.

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4. Transfer Attachments

Purpose:
Attach receipts and supporting documents to accounting records. Input
  • Export Item attachments
Output
  • Files linked to journal entries or invoices in the Accounting System
Why It Matters Attachments improve auditability and reduce manual bookkeeping effort. See Integration Design

How to Transfer Attachments

Transfer receipts and supporting documents safely.

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5. Assign Accounting Period

Purpose:
Ensure entries are recorded within the correct financial period. Input
  • Expense date
  • Accounting System period configuration
Output
  • Accounting entries assigned to a valid accounting period
Why It Matters Correct period assignment supports reporting accuracy and period-close compliance. See Integration Design

How to Assign Accounting Periods

Ensure expenses are recorded in the correct financial period.

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6. Apply Posting Behaviour

Purpose:
Control whether entries are created as drafts or finalised records. Input
  • Integration configuration
  • Posting behaviour rules
Output
  • Draft or finalised accounting entries created
Why It Matters Posting behaviour determines whether bookkeepers can review entries before finalisation. See Integration Design

How to Apply Posting Behaviour

Configure draft or finalised posting.

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Expected Outcome

After completing export processing:
  • Accounting entries exist in the Accounting System
  • Entries are balanced and correctly mapped
  • Attachments are linked where supported
  • Period assignment is correct
  • Posting state reflects integration configuration
Export Items are now ready for status reporting and Export Job completion.

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What Comes Next?

Return to the main workflow: