Sync Tax Codes

This page describes the Tax Sync reconciliation process: synchronising relevant active tax codes from the Accounting System with Tax Codes in Pleo. This step runs on every Tax Sync cycle.

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Implementation

• Tax Sync Workflow Guide: workflow context and sequencing
• How to Fetch and Match Tax Codes: API usage and step-by-step instructions

For a conceptual overview of how AS tax codes map to Pleo Tax Codes, see Platform Capabilities: Tax Sync.

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Matching Rules

• Matching is performed using the code field on both ends.
• Matching is case insensitive.
• Name, rate, and type are not used for matching; only code is used.

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Sync Process

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1. Fetch Relevant Active Tax Codes from the AS

Retrieve all active tax codes from the Accounting System, then apply the following filters:

• Exclude tax codes not relevant to expense management (for example: Sales VAT)
• Exclude blocked, inactive, or archived tax codes

Only the filtered set is used for reconciliation. The Accounting System is the source of truth.

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2. Fetch Tax Codes from Pleo

Retrieve both active and archived Tax Codes from Pleo for the connected company. Including archived Tax Codes allows unarchiving rather than creating duplicates if a tax code becomes active in the AS again.

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3. Match Tax Codes by code

For every filtered active AS tax code, attempt to find a matching Tax Code in Pleo using the code field on both ends. Matching is case insensitive.

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code found, Tax Code is active in Pleo, details match

The AS tax code is active and the matching Pleo Tax Code is also active with the same name, rate, and type. No action required.

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code found, Tax Code is active in Pleo, details differ

The AS tax code is active and the matching Pleo Tax Code is also active, but the name, rate, or type differs. Update the Tax Code’s name, rate, and type to match the AS.

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code found, Tax Code is archived in Pleo

The AS tax code is active but the matching Pleo Tax Code is archived. Unarchive the Tax Code and update its name, rate, and type if they differ from the AS.

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code not found

The AS tax code is active but no matching Pleo Tax Code exists. Create a new Tax Code with the tax code’s code, name, rate, and type.

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Duplicate codes found in Pleo

Two or more Tax Codes in Pleo share the same code.

• Retain the Tax Code whose rate matches the rate from the matching AS tax code. Archive the duplicate.
• If all duplicates match the rate, retain one and archive the rest.

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4. Archive Unmatched Tax Codes

Pleo Tax Codes that are active but have no matching active AS tax code must be archived. This covers tax codes that were previously present in the AS but have since been deactivated, blocked, or removed.

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Tax Code Types

For type mapping rules, see Tax Sync Data Mapping.

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What Comes Next?

• Tax Sync Data Mapping

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Related Reading

• How to Fetch and Match Tax Codes
• How to Create, Update, and Archive Tax Codes
• Tax Sync Workflow Guide
• Platform Capabilities: Tax Sync

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