Employee Types in Pleo
Pleo distinguishes between two main types of users:Internal employees
Internal employees are members of the organisation who:- Use Pleo cards for business spending
- Submit out-of-pocket expenses for reimbursement
- Participate in approval and review workflows
External bookkeepers
External bookkeepers are third-party users (for example, accountants) invited to manage bookkeeping tasks without being employees of the organisation. External bookkeepers:- Do not have access to Pleo cards
- Have restricted permissions depending on access level
- Are commonly used in agency or outsourced accounting setups
User Roles Overview
Pleo assigns permissions through roles. Each role defines what actions a user can perform in the platform.| Role | Purpose | Integration relevance |
|---|---|---|
| Employee | Submits expenses and uses cards | Source of expense data |
| Administrator | Full platform control | Required to configure integrations |
| Expense reviewer | Reviews and approves expenses | Controls accounting readiness |
| Bookkeeper | Manages accounting settings and exports | Controls export behaviour |
| Finance | Financial oversight and reporting | Audit and analysis |
Role Permissions and Constraints
Administrators
Administrators have full access to the Pleo platform, including:- Managing employees and roles
- Managing wallets and cards
- Configuring ERP and Accounting System integrations
- Exporting accounting data
- Managing subscriptions and invoices
- Configure API integrations
- Generate API keys or OAuth 2.0 applications
- Grant access to bookkeepers and reviewers
Expense reviewers
Expense reviewers:- Review submitted expenses
- Approve or reject expenses based on policy
- Control whether expenses become accounting-ready
Bookkeepers
Bookkeepers manage accounting-related workflows.There are two access levels:
Limited access
- View and modify expense details
- View invoices (cannot pay invoices)
- Modify accounting settings
- Export accounting entries
- Reimburse out-of-pocket expenses
- Move funds through the Pleo wallet (optional)
Extended access
Includes all limited permissions, plus:- Add employees and manage roles
- Configure spending limits
- Order cards
- Assign expense reviewer permissions
- Perform wallet top-ups (region-dependent)
Employees and Integrations
- Employees are scoped per company
- Integrations interact with employees only within the company context
- HRIS integrations may be used to automatically provision and deactivate users
- External identifiers can be stored to reconcile users across systems
- Enable exports
- Ensure approvals are completed
- Maintain auditability