Learning profiles in Aleop are not new. Many companies already use them, sometimes without even realizing it, to automate certain specific processes. What is new, however, is the dedicated section that finally makes it easier to manage, adjust, and review these profiles.  

With this improvement, the tool moves from being “in the background” to a tangible lever for better data organization, reduced accounting errors, and faster validations. 

What is a learning profile?

A learning profile is a kind of smart shortcut that allows you to predefine how certain transactions should be processed in Aleop. It’s used when a document doesn’t follow the usual accounting rules, or when you want to automate specific allocations (by cost center, by expense type, etc.). 

Instead of manually categorizing amounts line by line every time an invoice arrives, the profile automatically applies the correct entries. The result: fewer errors, less time wasted, and more consistent accounting. 

There are two types:

• “Partner” profile : linked to a specific supplier or customer, used when the accounting entries are unique to that partner. 
• “Global” profile : accessible pour tous les partenaires, basé sur un type de dépense ou de revenu récurrent (ex. : essence, matériaux, vétérinaires). 

And concretely, what is it used for? 

Let’s take a concrete example. When you receive an invoice from your materials supplier, it is usually recorded as a regular expense. However, if part of that invoice corresponds to the purchase of durable equipment, the learning profile linked to this supplier detects the distinction and automatically applies the appropriate allocation: one line for fixed assets, another for regular expenses, along with the corresponding taxes for each category. 

Another common case: when an invoice needs to be split between personal and business use. A global profile allows you to set a fixed ratio (for example, 70/30) and apply it systematically with each validation, regardless of the supplier. 

In summary, this reduces the need for manual reviews, ensures better data consistency, and saves a significant amount of time with every entry. 

Better management of your learning profiles 

With the new interface, the complete list of learning profiles is now accessible through the Tools > Learning profiles. You can filter, sort, and search for a specific partner, view active or inactive profiles, and most importantly, create new profiles tailored to your specific needs. 

The learning profile view screen lets you see in detail how it works: which lines are added automatically, which learnings are applied by default or per item, and how these elements behave depending on the document type. 

If you need to temporarily remove an automatic line, this can now be done during document validation—without altering the original profile. This flexibility allows you to make occasional adjustments while keeping a stable and consistent structure. 

Tangible benefits for your accounting and tracking 

Learning profiles are more than just a convenience feature — they address a real need for efficiency and reliability in accounting processes, especially when documents fall outside standard cases. When properly configured, they provide several concrete advantages: 

Reduced classification errors 
By defining the correct allocations in advance, profiles minimize the risk of posting to the wrong account. 

Time savings during entry 
Recurring or complex distributions are automated, reducing manual handling and speeding up validations. 

Consistency in processing 
No matter who performs the entry, the rules defined in the profile are applied the same way every time. 

Improved traceability 
By making applied rules visible, profiles simplify reviews and adjustments—for both you and your accountant. 

Adaptability to special cases 
Whether it’s an invoice shared across several projects or a multi-purpose supplier, profiles allow you to adjust entries without complicating operations. 

Practical tips to get the most out of learning profiles 

For learning profiles to become a real driver of efficiency, their setup should be thoughtful and adapted to your specific context. Here are some recommendations to help you use them effectively: 

Start with recurring cases 
Identify suppliers or types of expenses where accounting entries often repeat. These are excellent candidates for learning profiles. 

Separate specific and general uses 
Use Partner  when a supplier has a unique accounting logic, and Global profiles for cases that apply to several similar partners. 

Review your active profiles regularly 
Needs evolve over time. A profile that worked well last year may need adjustments. The new interface makes it easy to monitor and update them as needed. 

Use temporary removal when necessary 
If a profile adds an automatic line that doesn’t fit a particular case, simply remove it during validation—without changing the original profile. 

Document your choices 
If several people handle accounting, make sure the existing profiles are well understood. A short description can prevent a lot of confusion. 

Test before generalizing 
When creating a new profile, test it first on a few documents to ensure it meets your expectations. 

Another tool for simplified accounting management 

Learning profiles are a powerful tool to simplify accounting and improve data accuracy. The new configuration interface gives you full control over their creation and use. By linking them to your financial indicator variables, you can refine your data analysis to obtain more relevant insights.

By integrating these tools into your accounting routine, you’ll save time while strengthening the consistency and reliability of your financial tracking. Whether you manage a small or large business, proper management of learning profiles remains a key lever for smooth, efficient accounting tailored to your needs.