Calitem vs Captio: supplier invoices or travel expenses
Captio focuses on employee and travel expenses. Calitem automates supplier invoices and pre-entry accounting work.
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Short answer
Choose Calitem to automate business processes with custom workflows, including purchase checks, line-level allocations and your own approval rules. It adapts to the rules of companies and accounting firms and generates journal entries for their ERP.
Consider Captio if the work you want to solve begins with your employees' expenses: receipts, allowances, mileage and cards. Its offering connects the capture of the receipt with the spending policies, approval and the accounting system.
What is Captio and how does it work?
Emburse Captio is an enterprise expense management platform with a focus on travel and employee expenses. It allows you to digitize receipts, check their compliance with company policy and send them through an approval circuit before transferring the data to accounting.
This is how the work is organized:
- Record the expense.The employee provides proof and information about the trip or purchase from their expense tool.
- Apply policies and approve.Captio checks rules such as amount, date, category or mileage and flags expenses that require attention.
- Connect with financial management.Approved expenses are transferred to the accounting system or ERP. The integrations also allow you to relate receipts to card payments.
Captio and Calitem share document capture, approvals and accounting integration. Captio develops the process around the employee who makes the expense; Calitem does this around the company's accounts payable documents and accounting rules.
When Captio fits
- Many employees on mobility.The volume of work comes from receipts and travel of people who spend on behalf of the company.
- A travel policy to apply.You need to control amounts, categories, allowances and mileage during the review.
- Cards and connected receipts.You want to relate the payments to the documentation and send them to ERP.
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.
Where Captio has the advantage
Per diems and travel expenses on your own circuit
Captio incorporates the request and calculation of per diem based on travel days and rates. It fits when the team must settle employee trips, in addition to recording receipts for their purchases.
Controls linked to the expense policy
It allows you to define alerts by amount, date, category and mileage, among other criteria. It is useful for companies that need to detect expenses outside the policy before approving the notes and passing them to accounting.
Company cards with rules of use
The Emburse Cards offer linked to Captio includes physical and virtual cards with limits and restrictions. It allows you to control the expense from the purchase and then connect the operation with its receipt.
Integrations with the travel and employee environment
Captio connects expense management with ERP, human resources tools and travel agencies. It may fit when the process depends on synchronizing employees, travel requests, advance payments, and allocation objects between multiple systems.
Where Calitem has the advantage
Documents from your team channels
Calitem receives invoices and documents from email, WhatsApp, Teams and shared repositories. A person in a store or warehouse can send a photo without installing another app. The documentation enters the same accounting process, although it arrives through different channels.
Extraction tailored to your documents
The AI extracts general data, lines and specific fields of your operation. Calitem processes up to 250 documents every five minutes, to absorb large volumes without transcribing invoices one by one. Fields with low confidence are reviewed.
Duplicate invoices under control
Calitem detects duplicate documents automatically. When the same invoice arrives through different channels, your team can identify repetition before it turns into more accounting work.
Matching invoices, purchase orders and delivery notes
Calitem matches the three documents line by line and checks references, quantities, prices and taxes. If more units are invoiced than received, or a price changes, it flags the difference for your team to review before posting.
Accounts and cost centers by line
One invoice can include expenses from several stores, departments or projects. Calitem assigns categories, subaccounts and cost centres to each line using your chart of accounts and the team’s previous classifications.
Approvals that follow your rules
Define who must approve based on the amount, legal entity, cost centre or supplier. Calitem routes each document through the appropriate workflow and can automatically approve transactions that meet your limits.
AI-generated accounting entries
Calitem uses your chart of accounts and previous accounting decisions to generate journal entries and send them to your ERP. Allocations are included, so the team does not have to re-enter information that has already been processed.
Integrations that connect the entire operation
Calitem connects the ERP to stock systems, POS and internal tools using native integrations and an open API. Specific connections adapt to the flow and data your operation needs, to reduce manual transfers between systems.
Several companies, well-organized accounting
Calitem supports multiple legal entities and cost centres. Classifications and approval routes follow your operational structure, whether you are a group of companies or an accounting firm managing clients’ accounts.
Analysis of accounting information
Calitem allows you to analyze the accounting and accounts payable information it processes. Your team can use that data to track the operation and understand expenses, as well as complete the work on each invoice.
Learn more: Document receptionInvoice, purchase order and delivery note matchingApproval workflowsAutomated accounting
Choose Captio if…
- The greatest administrative burden comes from travel and employee expenses.
- You need to manage diets and control reported mileage.
- You want to apply policies and limits to company cards.
- You are looking to connect travel agencies, human resources and accounting with the expense circuit.
Choose Calitem if…
- You manage a high volume of invoices or processes that require several checks before posting.
- You need to cross invoices, orders and delivery notes by line and detect differences in quantities or prices.
- You distribute the expense of the same invoice between different accounts and cost centers.
- You want to configure approvals by company code, cost center, amount, or supplier.
- You are looking to automate the generation of entries with your chart of accounts and previous classifications.
- You need to connect the ERP with stock systems, POS or other tools in your operation.
Frequently asked questions about Captio and Calitem
When to choose Captio and when to choose Calitem?
Captio fits when your priority is employee expenses, per diem and travel policies. Calitem fits when you need to automate a high volume of invoices and supplier documents, cross them with orders and delivery notes, distribute expenses by line and generate entries with your rules. Both offer capture and approvals; The starting point of each process is different.
What programs does Calitem integrate with?
Calitem integrates with most ERP available on the market, such as A3, Sage, SAP, NetSuite, QuickBooks, Holded and more than 20 others. Available dimensions vary by connector: channels in a3innuva, projects in Sage, and tags in Holded.
How does Calitem manage cost centers?
Calitem uses projects, channels or other dimensions depending on your accounting software. It can assign them automatically using addresses, descriptions, suppliers or products.
How does Calitem match invoices, delivery notes and purchase orders?
Calitem’s document management system matches invoices, purchase orders and delivery notes and compares their products. It checks references, quantities, prices and taxes line by line and flags differences for review.
How does duplicate detection work in Calitem?
Calitem identifies duplicates based on the digital ID of each document and crossing data such as amounts, document number and supplier to flag duplicates to the user.
How does the workflow builder in Calitem work?
In Calitem you can configure routes by company code, cost center, amount or supplier, with automatic approval for operations that comply with your rules.