What to expect as you roll out Pleo: A six-step programme
Signing up to Pleo transforms the way your business spends money. It gives power to your people and ensures a whole new level of control for Finance.
Now, if you’ve just stepped out of a demo with someone from our Sales team, you’ll have seen what that looks like.
(And if not, just schedule in a demo here).
How a Pleo demo can help you
Naturally, changing how your business handles spending can feel like a really big step.
We’ll also pinpoint your frustrations with expenses. Whether that’s stress caused by shared credit cards or protecting your business against expenses fraud, we’ll identify the best way to make Pleo work for your team.
We think everyone who buys stuff in a company deserves a Pleo card, but we’ll help you figure out where to start in a way that works for you. That might be issuing cards to the decision-makers in the business to test out our real-time spending overview, or getting several teams onboard at once.
Whatever you decide, we are here to help you along the way.
Now you’re ready to try Pleo, let’s get you set up!
Step one: Verify your account
What happens: We ask for some important documents and our Compliance team checks that everything is in order.
Pleo is a financial services company and we take our responsibilities on that front very seriously. You wouldn’t expect anything else.
That means that we have compliance rules we need to stick to.
It’s important that we get proof of identity and proof of address for all executive directors and anyone who owns more than 25% of the business.
Step two: Load your wallet
What happens: You transfer money from your business bank account to your new Pleo wallet – the centralised fund from which your cards draw money.
Once the documents are all sorted, it’s time to transfer some money to your Pleo account. We call this loading your wallet.
A transfer needs to be made from the company bank account – we suggest something like £50, just to get you started. There are a few more formalities around this, but the Account Executive who handled your demo can talk you through it.
Or, at any time, just contact our dedicated Support team.
Step three: Order cards for your team
What happens: Working closely with our Customer Success team, you’ll order the cards your team needs and set up spending limits.
The next few days will be important so we can get you set up in the right way. But with a dedicated Customer Success person to guide you through the process, it’ll be very straightforward.
Inviting your people to Pleo and ordering their cards is top of the agenda.
Virtual credit cards will be available to everyone right away, but physical cards will take a few days to arrive. It’ll be worth it when you see the nifty packaging though, trust us.
And we can lock in the initial spending limits for each card – limits that can be adjusted as you need further down the road.
Step four: Work out your policies
What happens: Use this time to lock down how you want people to spend
It’s probably occurred to you by this stage that joining Pleo presents a great chance to get a grip on spending. Not just purchases themselves, but the culture around those purchases.
That could be confusion around something like maximum per night fees for hotels. Hey, will the company pay for parking tickets? Or there could be friction around how certain teams wield the company card.
Drawing up a policy now helps you put the right guidelines in place, before people get their cards. If it helps, we’ve got plenty of experience in how different companies handle their expenses, so we’re happy to share any tips you need.
Step five: Educate your team
We’ll also talk your admins through what they need to know about Pleo.
An Admin is anybody in your company who’s going to be involved in managing user permissions and exporting expenses to your accounts.
They’ll be able to play around with the system, to see what the workflow will look like once expenses really start rolling in.
And your team can take care of a major task: Integrating Pleo with your accounting software.
Oh! This is also the perfect time to enable Fetch, our automatic email receipt finder. Once that’s set up, any receipts that land in your team’s inboxes will be automatically paired up with the matching Pleo expense.
Step six: Hand out cards
What happens: Your team starts using Pleo. Fun!
As you wait for your physical cards to arrive, you can transfer any online subscriptions over to the virtual cards.
When the physical cards do arrive, distribute them to the team and encourage them to pair up the cards with the Pleo app they’ve downloaded on their phone.
Soon as that’s done, they’ll be able to pop out to a nearby shop or café and make their first physical purchase. Or go big – that business trip you’re planning? Pleo it.
We’ll keep an eye out for you in these early stages. We might get in touch if our system flags that you might have hit an obstacle in your set-up.
And of course, we’re always open to you reaching out if you need a little more assistance.
Freedom: Show us what you can do
That’s it. No, really.
We’ll check in with you every quarter or so, to keep you up-to-speed on the new features that we hope make spending even smoother.
But for the vast majority of customers, using Pleo is plain sailing once you’re up and running.
Oh, and did we mention our amazing Support squad are always happy to help you?
We did. Right.