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Tags Sync is how Pleo keeps its Tags up to date by synchronising Accounting Dimensions from an external Accounting System into Pleo. It ensures that bookkeepers always work with an accurate and current representation of Accounting Dimensions when categorising expenses in Pleo.

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Purpose of Tags Sync

Tags Sync exists to:
  • Remove the need to manually create or maintain Tags in Pleo
  • Reflect the current structure of Accounting Dimensions in Pleo
  • Enable consistent expense categorisation aligned with the Accounting System
  • Keep accounting metadata synchronised between systems

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Core Concept

Tags Sync is based on a direct mapping between systems: For detailed field-level mapping, see Tags Sync Data Mapping.

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How Tags Are Used in Pleo

Once synced, Tags are available for spenders to assign to expenses. When an expense is exported, the assigned Tags are included, allowing the Accounting System to categorise and report on expenses using its own Dimension structure. The full chain is:
  1. Accounting System Dimensions and Values: the source of tag structure, synced into Pleo via Tags Sync
  2. Expenses: when a spender submits an expense, they can apply Tags to it
  3. Export: the expense is exported to the Accounting System with the assigned Tags attached

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What Happens in Pleo Once Synchronised

  • Each Accounting Dimension becomes a Tag Group in Pleo
  • Each Dimension Value becomes a Tag
  • Each Tag belongs to exactly one Tag Group
  • Bookkeepers use Tags to categorise expenses
  • Tags are used in downstream export processes (outside of Tags Sync)
This ensures expenses reflect the Accounting System structure without manual setup in Pleo.

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System Guarantees

These are invariant rules that always hold true regardless of implementation or sync frequency.

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Responsibility Model

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Integrator Responsibilities

The integration is responsible for all synchronisation logic and API interaction.

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Pleo Responsibilities

Pleo provides storage, user experience, and downstream usage of Tags.

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High-Level Process

Tags Sync runs in three steps:
  1. Select Dimensions: configure which Accounting Dimensions to synchronise (first connection only)
  2. Sync Tag Groups with Dimensions: reconcile Tag Groups in Pleo with the selected Dimensions
  3. Sync Tags with Dimension Values: reconcile Tags within each Tag Group with the corresponding Dimension Values
Each sync run reconciles Pleo against the current state of the Accounting System.

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Operational Model

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Sync Direction

Tags Sync is one-way only:
  • The Accounting System is the source of truth
  • The integration synchronises data from the Accounting System into Pleo
  • Pleo does not modify Accounting System data
  • Pleo data is only used for identity matching and reconciliation of existing entities, never as a source of truth for Dimensions or Dimension Values

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Operational Constraints

These define how the integration must execute Tags Sync.

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Sync Lifecycle and Frequency

The integration is responsible for triggering all sync runs. For schedule, frequency, and rate limit details, see Tags Sync Periodicity and Scheduling.

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Dimension Selection

The integration controls which Accounting Dimensions participate in Tags Sync. Only selected Dimensions are synchronised into Pleo. Dimension selection determines:
  • which Dimensions are included in reconciliation
  • which Tag Groups and Tags are maintained in Pleo
  • which accounting structures become available for expense categorisation
Detailed selection behaviour and implementation guidance are covered in Integration Design.