Invoices in QuickBooks
Take your supplier invoices to QuickBooks Online with the data and accounts prepared. Calitem centralizes documents, extracts lines and applies checks and approvals before recording the expense.
Integration of Calitem with QuickBooks
This integration is focused on QuickBooks Online. Settings use the features enabled in each company's account, including classes and locations when available.
QuickBooks Online
- Company connected through API
- Accounts and suppliers
- Classes and locations when enabled
What is Calitem?
Calitem is the AI accounting system that automates accounts payable, from receiving documents to posting journal entries in your ERP.
It is designed for companies where each invoice can require several checks: finding the purchase order, checking what was received, allocating the expense and obtaining the right approval. Calitem connects this work with your accounting rules and business systems.
Companies and accounting firms can automate the extraction, matching of invoices, purchase orders and delivery notes, approvals and the generation of accounting entries in QuickBooks.
Why integrate Calitem with QuickBooks
Register invoices automatically
Calitem extracts headers and lines, checks the purchasing documents and prepares the result for QuickBooks. Your team stops entering the same data by hand.
Respect your accounting structure
The assignment uses your chart of accounts and is tailored to QuickBooks accounts and classes. Each invoice arrives with the information your accounting needs.
Reduces operational load
Automate document collection, checks and approvals. Your team can focus on the differences that need revision.
How the integration works
Calitem prepares the documents and sends the information to QuickBooks Online using your API. The result is adapted to the connected company, the chart of accounts and the enabled fields. QuickBooks maintains posted invoices, payments, bank reconciliation and closing.
Invoice transmission to QuickBooks
The information is prepared as a supplier invoice, or bill, for QuickBooks Online. Calitem extracts supplier, dates, concepts, taxes and amounts, assigns the accounts and checks the purchasing documents that are part of the process.
The invoice OCR is the starting point. Calitem also cross-references each invoice with the purchasing documents, assigns the allocations and applies the process approvals before sending the accounting result.
- Verified purchases: Differences in quantity, price or tax are pointed out to the team.
- Accounting result: categories, subaccounts and allocations are prepared before transmitting it to QuickBooks.
Supplier and customer synchronisation
Calitem identifies the supplier on the invoice and prepares its data along with the lines, amounts and taxes. The connection relates the result to the corresponding record of QuickBooks and to the company to which the document belongs.
The Calitem team configures contact matching within the integration. Thus, the identification of the supplier is part of the accounting process of the invoice and its assignment and approval rules.
Assignment to cost centers
Calitem uses AI to assign entire documents or invoice lines to your cost centers. The allocation can be done in several ways, depending on how the expense is organized:
- Description of the cost center. The AI relates the content of the document with the description of the center to identify the corresponding allocation.
- Supplier. A supplier can be associated with a cost center to assign its invoices.
- Shipping address. The address of the document allows the expense to be related to a headquarters, store, construction site or other center.
- Product of each line. The allocation can depend on the product, allowing the lines of the same invoice to be distributed between different centers.
Calitem relates the assignment to the accounts and classes enabled in QuickBooks Online. Classes can be used online when your account is set up to do so. The location is treated at the level supported by QuickBooks for the operation, without being converted to a per-line dimension.
Operate with multiple companies
Calitem can organize invoices from multiple companies and send them to the corresponding QuickBooks Online company. Each connection retains its chart of accounts and classifications. This does not convert multiple QuickBooks accounts into a single consolidated accounting.
Implementation of integration with QuickBooks
The Calitem team is responsible for connecting QuickBooks and configuring companies, accounts, allocations and approvals. Initial connection work can be completed in one day. The standard implementation includes configuration, review, training and production for one week; The calendar adapts to the scope and the connected environment.
- Day 1
Connection with QuickBooks
We connect the environment and configure the invoice route to accounting.
- Days 2–5
Accounting setup
We configure company codes, accounts, cost centers and approvals, and check data exchange.
- Day 6
Review and training
We review the configuration and show your team how to work with the integration.
- Day 7
Put into production
We activate the connected workflow between Calitem and QuickBooks.
Calitem and QuickBooks FAQ
What QuickBooks environment does Calitem integrate with?
This integration is focused on QuickBooks Online. Settings use the features enabled in each company's account, including classes and locations when available.
Can I use Calitem as invoice OCR for QuickBooks?
Yes. Calitem extracts headers and lines from PDF or image invoices and prepares the result for QuickBooks. In addition to scanning documents, it checks orders and receipts, assigns accounts and allocations, and applies process approvals.
Can classes and locations be assigned?
Yes, when they are enabled in the QuickBooks Online account and included in the connection. Classes can be configured per line; locations apply to the level supported by QuickBooks for the transaction. Calitem respects that difference when preparing the result.
How are cost centers assigned?
Calitem relates the assignment to the accounts and classes enabled in QuickBooks Online. Classes can be used online when your account is set up to do so. The location is treated at the level supported by QuickBooks for the operation, without being converted to a per-line dimension.
Can I manage several companies?
Calitem can organize invoices from multiple companies and send them to the corresponding QuickBooks Online company. Each connection retains its chart of accounts and classifications. This does not convert multiple QuickBooks accounts into a single consolidated accounting.
Does Calitem replace QuickBooks?
No. QuickBooks maintains the accounting and financial processes of the management system. Calitem automates the receipt, extraction, verification, approval and accounting preparation of supplier invoices before sending the result.
Do I have to prepare files for implementation?
The Calitem team is responsible for setting up the connection and data correspondence with QuickBooks. The native connection avoids routine exports and manual file transfers; The workflow adapts to the version and environment of your company.
How much does Calitem cost?
Check the current conditions in the Calitem pricing page.
Connect Calitem with QuickBooks
Discover how to automate your invoices and prepare each account and allocation for your accounting system.
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