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This page describes the Chart of Accounts Sync reconciliation process: synchronising active accounts from the Accounting System with Accounts in Pleo. This step runs on every Chart of Accounts Sync cycle.

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Implementation

For a conceptual overview of how AS accounts map to Pleo Accounts, see Platform Capabilities: Chart of Accounts Sync.

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Matching Rules

  • Matching is performed using the externalId field on both ends.
  • The externalId is the long-lasting identifier of the account in the Accounting System.
  • Name and code are not used for matching, only externalId is used.

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Sync Process

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1. Fetch Active Accounts from the AS

Retrieve all active accounts from the Accounting System’s Chart of Accounts. Only active accounts are used for reconciliation. Inactive, blocked, or archived accounts in the AS are not synced into Pleo.

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2. Fetch Accounts from Pleo

Retrieve both active and archived Accounts from Pleo for the connected company. Including archived Accounts allows unarchiving rather than creating duplicates if an account becomes active in the AS again.

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3. Match Accounts by externalId

For every active AS account, attempt to find a matching Account in Pleo using the externalId field on both ends.

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externalId found, Account is active in Pleo, details match

The AS account is active and the matching Pleo Account is also active with the same name and code. No action required.

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externalId found, Account is active in Pleo, details differ

The AS account is active and the matching Pleo Account is also active, but the name or code differs. Update the Account’s name and code to match the AS.

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externalId found, Account is archived in Pleo

The AS account is active but the matching Pleo Account is archived. Unarchive the Account and update its name and code if they differ from the AS.

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externalId not found

The AS account is active but no matching Pleo Account exists. Create a new Account with the account’s name, code, and externalId.

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4. Archive Unmatched Accounts

Pleo Accounts that are active but have no matching active AS account must be archived. This covers accounts that were previously present in the AS but have since been deactivated, blocked, or removed.

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Default Tax Code Reference

If the Accounting System has a default tax code per account, that identifier can be stored in Pleo via the taxCodeExternalId field on the Account. This is a reference only. Pleo does not automatically link it to a Tax Code in Pleo, apply it to expenses, or update the default tax code on any category mapped to the account. Partners can read this field back and use it to inform their own logic if needed.

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What Comes Next?