Inviting Users to Pleo and Assigning User Roles

A company or an organisation must add their employees and bookkeepers to Pleo.

User Roles in Pleo

In an organisation, Pleo caters to different user roles, including the following:

User Role	Supported or Not	Privileges
Employees	✅	• Use Virtual and physical Pleo cards to manage business expenditures. • Submit out-of-pocket expenses for reimbursements.
Administrators	✅	• Handle all company/organisation expenses • Manage Pleo wallet • Handle subscription expenses • Order and block cards for employees of your company/organisation • Manage spending limits of employees of your company/organisation • Manage ERP/accounting integrations • Export accounting entries to ERP/accounting system • Payment of invoices • Analyse accounting data of your company/organisation
Expense reviewers	✅	• Review expenses submitted by the team or project (up to a certain limit) • Specify and control spending limits • Block and unblock Pleo cards of employees
Bookkeepers	✅	External bookkeepers can either have limited or extended permissions in your Pleo account. Limited access includes: • View and modify expense details • View Invoices (not authorised to pay invoices) • Modify accounting settings • Export accounting entries to ERP/accounting system • Reimburse out-of-pocket expenses (enabled by default, can be disabled) • Move funds through the Pleo wallet (disabled by default, can be enabled) Extended access includes: • Add employees to Pleo and modify user roles - access to the People page • View Invoices (not authorised to pay invoices), except in the United Kingdom • Specify and modify spending limits • Wallet top-up (not applicable to the United Kingdom) • Order cards • Assign permission of expense reviewing to employees • Reimburse out-of-pocket expenses
Finance department	✅

Adding Employees to Pleo

You can add your employees to Pleo and assign different permissions based on the activity they would perform in Pleo. There are two ways to add your employees:

Add employees in Pleo.
Import employees from the Human Resources Information System (HRIS) that you have integrated with.

You can also add a Pleo specific employee code to map the employee details with the record existing in the HRIS or ERP system.

Adding Employees in Pleo

Perform the following to add employees in Pleo:

In the Pleo application, click People.
On the People page, click Add People.
Enter the email address of the employee and click Continue.
Select the appropriate card access that you want to provide to this employee:

Card only: Select this option if the employee needs a Pleo card for all business spending.
Card and Reimbursements: Select this option if the employee needs a Pleo card for all business spending and might submit out-of-pocket expenses for reimbursements.
Reimbursements only: Select this option if the employee would only submit out-of-pocket expenses for reimbursements.

Assigning User Roles to Employees

If you have Admin rights, you can assign user permissions to employees, based on the responsibilities they would perform. For more information see Assigning User Roles to Employees.

Adding External Bookkeepers to Pleo

You can add external bookkeepers to your Pleo account.

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Note: External bookkeepers do not have permissions to manage Pleo cards. If the bookkeeper is an internal employee of your company or organisation, assign the Admin role to the bookkeeper. An admin user has access to perform all tasks in the Pleo application, including bookkeeping responsibilities.

Adding External Bookkeepers in Pleo

Perform the following to add external bookkeepers in Pleo:

In the Pleo application, click People.
On the People page, click Add People.
Click Invite external bookkeeper.
Select whether you want to provide your bookkeeper with limited or extended access.
In the Invite Bookkeeper pop-up, enter the name and the email address of the bookkeeper.
Click Accept & Invite.

💡 Note: You can invite external bookkeepers to your Pleo account if your company/organisation is on an Enterprise plan with Pleo.