Automate your invoices in Xero
Connect the invoices you receive with your accounting in Xero. Calitem extracts data, prepares tracking accounts and categories, and applies approvals so your team doesn't have to classify every expense from scratch.
Integration of Calitem with Xero
The integration connects the Xero organization that your company uses. The flow respects your chart of accounts, your taxes, and the enabled tracking categories.
Xero
- Connected organization
- Purchase invoices and contacts
- Active tracking categories
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 Xero.
Why integrate Calitem with Xero
Register invoices automatically
Calitem extracts headers and lines, checks the purchasing documents and prepares the result for Xero. Your team stops entering the same data by hand.
Respect your accounting structure
The allocation uses your chart of accounts and is tailored to Xero tracking categories. 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
The connection uses the accounting API of Xero to transmit the result prepared by Calitem. Each invoice goes through extraction, checks, allocation and approvals before shipping. Xero maintains the accounting record, payments and bank reconciliation.
Invoice transmission to Xero
Calitem prepares purchase invoices for Xero with contact, number, dates, taxes and lines. Before shipping, assign accounts and tracking categories and check available orders and receiving documents in 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 Xero.
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 Xero 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.
The cost centers correspond to the categories and tracking options configured in Xero. Calitem prepares the assignment of lines according to this structure, to distinguish locations, departments or other analysis criteria without creating dimensions outside the organization.
Operate with multiple companies
Each company maintains its Xero organization, with its accounts and tracking categories. Calitem allows you to manage documents from several companies and direct each invoice to the corresponding organization, preserving the separation between your accounting.
Implementation of integration with Xero
The Calitem team is responsible for connecting Xero 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 Xero
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 Xero.
Calitem and Xero FAQ
What Xero environment does Calitem integrate with?
The integration connects the Xero organization that your company uses. The flow respects your chart of accounts, your taxes, and the enabled tracking categories.
Can I use Calitem as invoice OCR for Xero?
Yes. Calitem extracts headers and lines from PDF or image invoices and prepares the result for Xero. In addition to scanning documents, it checks orders and receipts, assigns accounts and allocations, and applies process approvals.
How are cost centers related to Xero?
The Calitem assignment translates to the active tracking categories and options in Xero. Lines on an invoice can have different assignments within the structure supported by the connected organization.
How are cost centers assigned?
The cost centers correspond to the categories and tracking options configured in Xero. Calitem prepares the assignment of lines according to this structure, to distinguish locations, departments or other analysis criteria without creating dimensions outside the organization.
Can I manage several companies?
Each company maintains its Xero organization, with its accounts and tracking categories. Calitem allows you to manage documents from several companies and direct each invoice to the corresponding organization, preserving the separation between your accounting.
Does Calitem replace Xero?
No. Xero 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 Xero. 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 Xero
Discover how to automate your invoices and prepare each account and allocation for your accounting system.
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