Invoices in Workday
Prepares supplier invoices for Workday Financial Management with their expense accounts and allocations. Calitem extracts the lines, checks orders and receipts and applies approvals before sending the result to your financial environment.
Integration of Calitem with Workday
The integration focuses on Workday Financial Management. The connection is configured for the company's environment and its enabled services, respecting existing security policies and financial processes.
Workday Financial Management
- Company financial environment
- Supplier invoices
- Configured companies and dimensions
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 Workday.
Why integrate Calitem with Workday
Register invoices automatically
Calitem extracts headers and lines, checks the purchasing documents and prepares the result for Workday. Your team stops entering the same data by hand.
Respect your accounting structure
The allocation uses your chart of accounts and adapts to cost centers and dimensions of Workday. 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 accounting result for the connected Workday environment. The exchange is set up using the services available to that company. Workday preserves your business processes, validations and final posting of supplier invoices.
Invoice transmission to Workday
Calitem prepares supplier, company, dates, taxes, purchase references and expense lines. The available orders and receipts allow you to check differences before sending the result to the Workday supplier invoice 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 Workday.
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 Workday 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 proposes the expense accounts and cost centers from the document and the company rules. The correspondence is adapted to the dimensions, or worktags, contemplated by the connection of Workday, respecting the values and combinations configured in the financial environment.
Operate with multiple companies
Calitem organizes invoices by company and prepares its accounts and allocations for the Workday environment. Each document maintains its company and the corresponding approvals. Access controls and financial processes for each company remain in Workday.
Implementation of integration with Workday
The Calitem team is responsible for connecting Workday 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 Workday
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 Workday.
Calitem and Workday FAQ
What Workday environment does Calitem integrate with?
The integration focuses on Workday Financial Management. The connection is configured for the company's environment and its enabled services, respecting existing security policies and financial processes.
Can I use Calitem as invoice OCR for Workday?
Yes. Calitem extracts headers and lines from PDF or image invoices and prepares the result for Workday. In addition to scanning documents, it checks orders and receipts, assigns accounts and allocations, and applies process approvals.
Are Workday approval processes maintained?
Workday maintains business processes and validations configured in the financial environment. Calitem prepares the invoices and applies the documentary approvals defined in its journey, before sending the result to Workday.
How are cost centers assigned?
Calitem proposes the expense accounts and cost centers from the document and the company rules. The correspondence is adapted to the dimensions, or worktags, contemplated by the connection of Workday, respecting the values and combinations configured in the financial environment.
Can I manage several companies?
Calitem organizes invoices by company and prepares its accounts and allocations for the Workday environment. Each document maintains its company and the corresponding approvals. Access controls and financial processes for each company remain in Workday.
Does Calitem replace Workday?
No. Workday 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 Workday. 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 Workday
Discover how to automate your invoices and prepare each account and allocation for your accounting system.
Request your demo