Mastering spend management: Take control of your invoices with Pleo

Paying invoices can get messy: dates get mixed up and payments go out late, making month-end reconciliation a nightmare for finance teams. 

Let’s have a look at how invoice management can be made quick and easy with Pleo.

Lightening the invoice load with Pleo

Having control over all company invoices in one place is easy and efficient. And your finance team will thank you for it.

Upload, review, approve, pay or reject an invoice through Pleo and even connect your accounting software to keep all your company spend organised. 

Automating invoice management

Uploading an invoice digitally means less month-end mayhem and more timely payments. Pleo allows admins to manage all invoices under one umbrella, and getting them there is simple.

To upload an invoice, all you need are the following:

• Supplier name
• Currency and amount to be paid
• Your company’s name
• A description of what you’re paying for 
• If paying a freelancer, you’ll also need their full name. 

You have a few options for how to upload the invoice, which are completely up to you: 

1. Forward by email: Admins have the option of generating an email address and sharing it with their team for invoices to be forwarded to.
2. Manual upload: Upload the Invoice yourself through the mobile app admin portal. 

Better approval flows

Approving invoices in Pleo can either be done by the admin (or bookkeeper) or by extra approvers appointed by you. Having the right eyes reviewing the right things is important, so being able to assign specific people to certain tasks eases the burden for your finance team. 

The admin also has the option of paying the invoice straight away or scheduling it for a later date. If you have a large number of invoices waiting to be paid, that have already been approved, you can even pay them all in bulk or schedule them. 

This ensures efficiency, consistency and of course, less stress. 

But sometimes it can be difficult to know what’s already been paid. 

Things like duplicated payments can affect cash flow. But being able to see which payments have already gone out, versus what’s coming up, can boost organisation and help avoid potential errors. And keeping them side by side means no jumping around to figure it out.

Seamless integrations to simplify your workflow 

With paying and approving out of the way, consolidating invoices in the ERP doesn’t have to be the other half of the battle. Unifying both the spend management and accounting softwares means the whole process is automated from end to end. 

For seamless reporting, Pleo integrates with the following softwares:

• Xero 
• Quickbooks
• DATEV Unternehmen Online
• Sage 50 
• Oracle NetSuite
• ..And many more!

You can also use our custom and generic export format. Just make sure to add the supplier account field when setting it up so the supplier code goes exports with it.

Easy exporting

Once an invoice has been approved and moved to the Export queue, it can’t be touched. 

It then gets exported the same way as your other expenses and syncs with the above softwares, even if it hasn’t been paid yet. 

Say goodbye to worrying about missing or late payments and let Pleo handle the stressful stuff. Head over to our Help Centre for more useful tips.