Calitem vs Expensify: Supplier Invoices or Employee Expenses
Expensify focuses on expenses, travel and employee reimbursements. Calitem automates supplier purchases and invoices.
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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 Expensify if most of the work is on receipts, expense notes, travel and employee reimbursements, with policies and review before settlement.
What is Expensify and how does it work?
Expensify is a travel and expense management platform. Collect receipts, prepare reports, apply policies, and organize approvals and reimbursements. Its offer includes travel reservations, connections with existing cards and accounting synchronization.
This is how the work is organized:
- Capture spending.The employee photographs, forwards or uploads his or her receipt.
- Submit and approve.Expenses are categorized and go through the corresponding review process.
- Refund and sync.The settlement is processed and the information is delivered to the accounting program.
Expensify focuses on the employee spending journey. Calitem automates accounts payable with purchasing documents, allocations, approval rules and entry generation.
When Expensify fits
- Employee expenses.Your team submits receipts and requests refunds.
- Frequent trips.You want to connect travel reservations and settlements.
- Cards and policies.You need to relate movements with receipts and expense rules.
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 Expensify has the advantage
Expense notes and reimbursements
Expensify organizes the submission, approval and settlement of employee expenses. It fits when the company needs to return purchases paid for by workers and keep receipts for each request.
Travel reservations connected to spending
The application allows you to book flights, accommodation and other transport within your travel offer. It is relevant when the team wants to relate the reservation to the subsequent expense report.
Using existing cards
Expensify allows you to connect cards that the company already uses to incorporate and reconcile its operations. It may fit when the expense project needs to retain the team's current cards.
Policies applied to reports
The platform categorizes expenses and flags violations of the configured rules. It helps organize the review when each employee presents several supporting documents and the company needs to apply a common policy.
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 Expensify if…
- Your team submits receipts and requests refunds.
- You want to connect travel reservations and settlements.
- You need to relate movements with receipts and expense rules.
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 Expensify and Calitem
When to choose Expensify and when to choose Calitem?
Expensify fits if most of the work is on receipts, expense notes, travel and employee reimbursements, with policies and review before settlement. Calitem is designed to automate a high volume of documents and accounts payable processes with purchase reconciliation, allocations by line and approvals adapted to the company or accounting firm, up to the entry in the ERP.
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.