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This section describes how to implement Vendor Sync between an Accounting System and Pleo. It maps vendor records from the Accounting System to the equivalent Vendors in Pleo. Synchronisation is one-way, from the Accounting System into Pleo. The integration is responsible for all sync orchestration, reconciliation, and API operations. The pages in this section cover the detailed implementation requirements for the sync process. Vendor Sync ensures Pleo always has a current, accurate list of vendors. Stale or missing vendors prevent bookkeepers from tagging expenses and invoices to the correct vendor. For the full vendor-to-bookkeeping chain, see Platform Capabilities: Vendor Sync.

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Vendor Sync Execution Model

Vendor Sync is a deterministic reconciliation process executed by the integration. On each sync run, the integration:
  1. Retrieves active vendors from the Accounting System
  2. Retrieves the current state of Vendors from Pleo (active and archived)
  3. Reconciles Pleo to match the Accounting System state
  4. Applies the required create, update, unarchive, and archive operations via the Pleo Vendors API
Each sync run must be independent, repeatable, and produce a consistent end state.

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High-Level Process

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Matching Model

Vendors are matched to their AS counterparts using the externalId field. For full matching rules, see Sync Vendors.

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Sync Process

Vendor Sync runs as a single reconciliation step on every sync cycle. The integration fetches active vendors from the Accounting System and all Vendors (active and archived) from Pleo, then reconciles the two using the externalId field.

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Reconciliation Outcomes

After all Accounting System vendors are processed, any remaining active Vendors in Pleo that had no match are archived, once that Vendor has been unmatched for at least two consecutive sync runs (a single run’s transient omission is not enough; see Sync Vendors for the full rule). For the full reconciliation algorithm and step-by-step implementation instructions, see Sync Vendors.

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Execution Requirements

For schedule, frequency, and rate limit details, see Vendor Sync Periodicity and Scheduling.

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Processing Principles

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Expected Outcome

After implementation:
  • Pleo accurately reflects the active vendors from the Accounting System
  • Vendors remain stable across repeated sync runs
  • Outdated vendors are archived automatically
  • Bookkeepers always have current, accurate vendors available for tagging expenses and invoices

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What Comes Next?