Automate accounts payable with Calitem and A3 Software
Teams using A3 Software often receive supplier invoices outside the accounting system, review them in email or shared folders, and then enter the accounting result in A3. Calitem connects the document work before that entry with the accounting system that remains in place.
The integration is API-based. It does not require routine invoice downloads or file transfer between Calitem and A3.
The workflow at a glance
- Supplier invoices arrive through connected channels such as email, shared repositories, messaging tools, API, or manual upload.
- Calitem extracts headers, line items, and configured fields, with confidence available for review.
- Duplicate documents are identified before processing continues.
- Where purchase documents exist, Calitem matches the invoice with the purchase order and delivery notes line by line.
- Approval routes apply the configured conditions for amount, supplier, cost centre, legal entity, or other document characteristics.
- Calitem uses the chart of accounts and previous classification decisions to propose category, subaccount, cost centre, and journal entry.
- A person reviews the result and the validated accounting output is sent to A3 through the integration.
What stays in A3
A3 remains the accounting system. Final accounting records, tax work, regulated invoicing, closing controls, and other processes owned by A3 or connected specialist systems remain there.
Calitem focuses on the supplier-invoice workflow before the validated result reaches A3. It does not require the team to replace its accounting software.
What to prepare for implementation
- The A3 environment and connection owner.
- A representative set of supplier invoices and, where relevant, purchase orders and delivery notes.
- The chart of accounts, subaccounts, legal entities, and cost centres used for accounts payable.
- Approval conditions and the people or teams responsible for each branch.
- Custom fields that must be extracted or included in the accounting output.
- A small set of expected journal entries to validate the configuration.
The initial connection work can be completed in one day. The standard path through configuration, review, training, and production go-live takes one week.
Test the integration with one real case
The most useful demo follows one invoice from its source channel to the accounting result in A3. Include a line-level allocation, an approval condition, and one exception so the team can see both the automatic path and the review path.
To map the workflow with your A3 setup, book a Calitem demo.