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Pleo supports multiple bookkeeping methods for recording exported expenses in an Accounting System. Each Export Item includes a bookkeeping configuration that determines how it should be recorded. Understanding these methods helps developers and integrators correctly configure integrations, map accounts and data, and ensure exported expenses are accurate, reconcilable, and compliant with accounting standards.

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Supported Bookkeeping Methods

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Journal Entry

  • Expenses are recorded directly as journal entries in the Accounting System.
  • Each entry follows standard double-entry bookkeeping, affecting a debit and a credit account.
  • Suitable for organisations that post expenses directly to the general ledger without vendor invoice tracking.

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Accounts Payable

  • Expenses are recorded using an Accounts Payable workflow.
  • Tracks vendor liabilities separately from payments:
    • Invoice entry: records the amount owed to a vendor
    • Payment entry: records the settlement of that invoice
  • Useful for organisations requiring detailed vendor reconciliation, reporting, and invoice management.

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Default Behaviour

  • Certain transaction types, such as wallet loads, wallet unloads, and balance amendments, are always recorded as journal entries, even if no explicit bookkeeping method is provided.
  • This ensures consistency for transactions that do not involve vendor invoices or accounts payable tracking.

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Choosing the Right Method

  • Journal Entry is simpler and works well if your Accounting System does not require separate vendor tracking.
  • Accounts Payable is required if your Accounting System expects invoices and payment tracking, or if detailed vendor reconciliation is needed.
Some integrations may use a combination of methods depending on transaction type:
  • Wallet top-ups, balance adjustments → always journal entries
  • Vendor expenses → journal entry or accounts payable based on configuration

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What Comes Next?