Automate your invoices in Sage
Connect Calitem with Sage to automate your supplier invoices, from data extraction to accounting entry. Reconcile orders and delivery notes and assign accounts, cost centers and projects without re-keying data into your ERP.
Versions of Sage that integrate with Calitem
Connect the accounting program or ERP that your company or accounting firm already uses. The integration is configured for your Sage product, edition, and environment.
Accounting and management
- Sage Active
- Sage 50 (desktop and cloud)
ERP
- Sage 200 (Extra, Smart Business and Smart Business Complete)
- Sage X3 (cloud and private installations)
Consulting
- Sage Despachos Connected (local and online)
- Also within Sage for Accountants
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 Sage.
Why integrate Calitem with Sage
Register invoices automatically
Calitem extracts the data from invoices, orders and delivery notes, prepares the entry and sends the result to Sage. Your computer stops manually entering the same data into the ERP.
Respect your accounting structure
Calitem uses your chart of accounts and assigns categories, subaccounts and cost centers. The allocations correspond to the structure configured in Sage, including the projects when used.
Reduces operational load
Automate document collection, checks and approvals before posting. Your team can focus on differences that require review and closing the accounts.
How the integration works
Calitem connects the accounts payable process with your Sage environment: receive documents, extract data, verify purchases and prepare accounting results. The native connection sends invoices and their allocations to the ERP without routine exports or manual file transfers. Sage preserves the accounting and Calitem automates the document work and approvals that feed it.
Invoice transmission to Sage
Calitem extracts the header and lines from supplier invoices, orders and delivery notes, and transmits the data directly to Sage. Automatic invoice posting uses your general chart of accounts to assign accounts and subaccounts and generate entry lines.
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 Sage.
Supplier and customer synchronisation
When connecting the platforms, Calitem automatically imports suppliers and clients from Sage, without you having to upload files or re-enter tokens.
When you create a supplier in Calitem, it is also automatically created in Sage. This way you can register it only once and use it in the invoice and accounting flow of both platforms.
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.
The allocation of each document or line is adapted to the configuration of the connected Sage environment. When your accounting works by projects, Calitem uses that correspondence to bring the expense to the appropriate project. This preserves the structure with which you already analyze the costs in Sage.
Operate with multiple companies
Calitem is prepared for multi-company operations. You can manage the invoices of several companies and maintain their contacts, allocations and entries associated with the corresponding company in Sage, both in a business group and in a accounting firm that maintains the accounting of different clients.
Implementation of integration with Sage
The Calitem team is responsible for connecting your Sage environment and configuring company codes, accounting rules and approvals. Initial connection work can be completed in one day. The standard journey to production takes one week and includes configuration, review and training; The scope is adapted to the Sage product and the particularities of the integration.
- Day 1
Connection with Sage
We connect the Sage environment and define the invoice path until posting.
- 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 Sage.
Calitem and Sage FAQ
What Sage products does Calitem integrate with?
Calitem integrates with Sage Active, Sage 50, Sage 200, Sage X3 and Sage Despachos Connected, including when it is part of Sage for Accountants. The connection is configured for the product, edition and environment used by your company or accounting firm.
Can I use Calitem as invoice OCR for Sage 50 or Sage 200?
Yes. Calitem extracts invoice data in PDF or image and prepares its posting to Sage. The flow can also include reconciliation with orders and delivery notes, approvals, and the assignment of accounts and cost centers.
How are invoices scanned and posted in Sage?
Invoices arrive at Calitem from connected channels, such as email or WhatsApp, or by uploading PDFs and images. Calitem extracts the header and lines, checks the purchasing documents, and applies the accounting and approval rules before sending the result to Sage.
Do I have to export files to bring invoices to Sage?
The native connection avoids routine exports and manual file transfers. The Calitem team configures the exchange for the Sage product and environment you use.
How are Sage cost centers and projects assigned?
Calitem can assign documents or lines by describing the cost center, supplier, shipping address, or product of each line. The allocation corresponds to the structure of the connected Sage environment, including projects when used.
Does Calitem replace Sage?
No. Sage is still your accounting system or ERP, where accounting, tax work and closing remain. Calitem automates the receipt, extraction, verification and approval of invoices and sends the accounting result to Sage.
How long does the implementation take?
Initial connection work can be completed in one day. The standard implementation lasts one week, with configuration, review, training and production launch by the Calitem team. The schedule depends on the range and the connected Sage environment.
How much does Calitem cost?
Check the current conditions in the Calitem pricing page.
Connect Calitem with Sage
Discover how to automate your invoices, synchronize contacts and bring charges directly to your accounting.
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