Granting and Revoking Power of Attorney with Pleo

This article explains how Pleo customers can grant and revoke Power of Attorney (“POA”) to external third parties (bookkeepers or accounting partners). It is aimed at customers, helping them manage access securely and effectively, and at third parties, guiding them on supporting customers and disconnecting access when needed.

Important for customers - Always ensure you fully understand and are comfortable with granting access to the third party, including the specific access level being provided. Make sure you are aware of what actions they will be able to perform on your account and discuss their responsibilities to ensure their access aligns with your expectations.

What is a Power of Attorney and who can grant it?

A POA allows a Pleo customer to authorise an external third party (e.g., an external bookkeeper or accounting partner) to act on their behalf for specific matters related to their Pleo account - for example, export expenses or set expense limits.

Through the POA the Pleo customer grants access to the personal data found in the Pleo account.

Only individuals that can represent the Pleo customer — for example, a CEO, CFO, or an admin on the Pleo account — can grant POA on behalf of the Pleo customer. This is to ensure that the person providing permission to act on their behalf has the mandate to make legally binding decisions for the customer.

Why is Power of Attorney important for customers?

When POA is granted, the external third party is able to access the Pleo account and can carry out a set of actions within the Pleo service, making it easier for them to support the customer effectively. Here's some examples of what they can do on behalf of the customer:

• See and export expenses - Review transaction details, edit discrepancies and export data for accounting or bookkeeping purposes (available with limited access).
• Set up accounting & company - Connect the accounting system or set up a custom export format. Set up categories and tags. Manage mileage and API keys (available with limited access).
• Assist with company verification - Assist with the KYC questions including the identification and verification (available with limited access).
• See balances and cash overview - Access cash management to see e-money accounts balances (available with limited access).
• Manage funds - Initiate transfer from the Pleo e-money account to the bank account or move funds between e-money accounts (available with limited access).
• Manage users - Create new users, adjust existing user settings, and monitor account user activity (available with extended access).
• Order employee cards - Manage and order virtual and physical cards to customer’s employees.
• Manage spending limits - Establish spending limits for users, ensuring clear control over budgets (available with extended access).
• Manage vendor cards - Manage and order virtual vendor cards.
• Send reimbursements manually - Process and reimburse customer’s employees expenses made without the use of the Pleo card. Reimbursement process setup (scheduled or manual) is accessible to all, independent of this checkbox (optional in People page > External bookkeepers > Bookkeeper detail).
• Manage transfer rules - Define when and how funds moves between your Pleo e-money account and bank account (optional in People page > External bookkeepers > Bookkeeper detail).

How can I revoke a Power of Attorney as a customer?

If your relationship with the authorised third party changes — or you simply no longer require their assistance — you can easily revoke POA. Here's a step-by-step guide:

1. Go to the People page, then select the External Bookkeeper tab.
2. Find the third party you wish to manage.
3. Select Manage access and then Disconnect.

Important: Disconnecting from a third party will revoke access and the third party will no longer have access to the account unless you reinstate the POA.

How can the external third party revoke access to a customer’s account?

If you're an external third party and no longer need access to a customer’s Pleo account, you can disconnect your access directly by the following steps:

1. Go to the Clients page. 
2. View the details of the client you want to disconnect.
3. Go to the Settings tab.
4. Select Disconnect.

Once disconnected, you’ll immediately lose access to the customer’s account, ensuring no further actions can be taken on their behalf.