How Pleo uses Pleo to make daily workflows smoother and smarter for sales

As Pleo celebrates 10 years of smarter spending, we’re doing something a little different. We’re turning the spotlight inwards, to show how we use the very tool we’ve built.

Because while our tool has come a long way, so have we. Building a company means navigating the same challenges our customers face every day: managing budgets at scale, staying nimble, and empowering teams without losing control. 

So in this series, How Pleo uses Pleo, we’re going behind the scenes of what smart company spending looks like in practice.

We’re starting with a familiar face: Jan Mundorf, one of our Account Executives in the Sales & Growth team. Here’s how Pleo helps him spend with clarity, act with confidence, and focus on the work that really matters.

Where fast decisions and flexible spending go hand-in-hand

Jan’s role is centred around helping potential customers understand the value of Pleo and how it can transform their finance workflows, and there’s quite a bit of spending associated with this. 

“I work in Sales as an Account Executive. Spending comes into play when we travel for customer meetings, team offsites, or events. We also invest in tools that help us prospect smarter and close faster,” Jan said. 

Whether it’s booking a flight to visit a potential customer, picking up the tab at a client lunch, or testing out a new sales intelligence tool, Jan and his team need to make plenty of smart financial decisions. Pleo allows them to do that without wasting time on paperwork or chasing approvals.

First impressions that changed the game

First impressions matter, especially when it comes to financial tools. And for Jan, his first experience using Pleo was one of relief more than anything.

“I started using Pleo on day one, and my first thought was: ‘Wait, I don’t need to keep the receipt?’ Huge relief. It just worked.”

Anyone who's dealt with the dreaded shoebox of receipts (or worse, trying to reconstruct a month’s worth of spending with bank statements and memory) knows what a game-changer that is. With Pleo, everything’s logged in real-time, receipts are matched automatically, and the stress of admin is eliminated right from the start.

How Pleo fits into the rhythm of Jan’s workweek

For someone in a commercial role like Jan’s, spending isn’t a rare occurrence; it’s part of getting the job done. That’s why a tool like Pleo has to be reliable and easy to access, whenever and wherever it’s needed.

“Monthly for flights, lunch with customers. Monthly for travel or event-related expenses. It’s always there when I need it, no drama.”

It’s not just about flexibility. It’s about trust. Pleo allows Jan to act on behalf of the business without needing to jump through hoops. Whether he’s paying for a train ticket or grabbing a coffee with a prospective customer, he doesn’t have to wait on finance or borrow someone’s card. That’s the kind of autonomy that helps teams move quickly and work independently.

From part-time admin to peace of mind: The pre-Pleo pain

We all remember the old way of doing expenses. And for Jan, it was more than just tedious; it was actively frustrating.

“Excel sheets, scanned receipts, long approval times. Honestly? It felt like a part-time job. Pleo made it frictionless.”

It’s a familiar story… Hours lost compiling spreadsheets, printing PDFs, and chasing signatures. Switching to Pleo didn’t just save time, it removed unnecessary friction that was slowing the business down. 

Budgeting without the guesswork: Why visibility changes everything

Empowering teams to spend doesn’t mean losing control. In fact, with real-time data and built-in control limits, it becomes easier to stay on top of budgets.

“Spending limits and real-time tracking. I always know what’s been used and what’s left, zero surprises.”

Jan can monitor his spending throughout the month, making smarter decisions and avoiding overspending. And from a finance team’s perspective, it means fewer end-of-month surprises and more proactive management.

Changing the culture around company spending

Perhaps the most powerful takeaway from Jan’s experience is how Pleo changes the mindset around spending. It’s not just easier, it’s healthier.

“At Pleo, spending is built on trust, not control. You feel empowered to do what’s right for the business without jumping through hoops. It’s transparent, simple, and shows how much we trust people to act like owners.”

Jan’s story shows us that better spending isn’t just about cutting costs or eliminating friction; it’s about building momentum. When trusted and equipped, teams move faster and make smarter choices. 

That’s what Pleo has always aimed to deliver: a better way to spend at work.

We’ll be sharing more stories like Jan’s from other teams, roles, and regions in the coming weeks because the best way to celebrate a decade of impact is to show how it lives in the details of our everyday work. Next up: Meri Williams, Pleo’s very own CTO.