Finance Demo Smoke Script

Overview

This smoke script provides a structured demo flow for presenting Kaptio’s financial capabilities to prospects. It’s designed around the four key questions finance teams typically ask:

1. AP and AR Overview — How does invoice processing, customer receipts, and refunds work?
2. Automation — What can Kaptio automate around invoice processing, payment files, and remittances?
3. Reporting — What standard reports exist and can we create our own or plug into BI?
4. Accounting Integration — How does data transfer to our accounting system work?

Before the Demo

• Ensure you have access to a demo org with sample bookings
• Familiarize yourself with the navigation paths below
• Review the key talking points for each section
• Have the Hub documentation open as backup: Accounting Integration

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Q1: General Overview of AP and AR

Goal: Show how Kaptio provides a single source of truth for all financial data, with easy navigation from booking to financial records.

Demo Flow: Accounts Receivable (AR)

Step 1: Navigate to an Itinerary

Itinerary > [Select a booking with payment activity]

Step 2: Show Payment Schedule

• Navigate to the Payments tab or related list
• Highlight the Payment Schedule showing:
  • Deposit amount and due date
  • Progress payments (if configured)
  • Balance due and final payment date
  • Per-passenger breakdown (if enabled)

Key Points:

• Payment schedules are automatically generated based on channel/package rules
• Each passenger can have their own payment tracking (Pay-Per-Passenger)
• Due dates calculate relative to booking date or travel date

Step 3: Show Transaction History

• Show completed payments linked to the schedule
• Demonstrate how payments are tracked:
  • Amount, date, method (card, bank transfer, etc.)
  • Gateway reference for card payments
  • Manual entry for bank transfers

Step 4: Demonstrate Refund Processing

• Show how refunds link back to original transactions
• Explain cancellation policy integration
• Show the audit trail of all financial activity

Demo Flow: Accounts Payable (AP)

Step 5: Navigate to Supplier Invoice Lines

Itinerary > Supplier Invoice Lines related list
OR
Reports > Supplier Invoice Line report

Step 6: Show Expected Costs

• Highlight how each service generates expected cost lines
• Show the link to Supplier Agreements (contracted rates)
• Explain:
  • Deposit due to supplier
  • Balance timing
  • Billback provisions

Step 7: Show Invoice Processing Workflow

• Navigate to Supplier Invoice records
• Show matching between expected (Supplier Invoice Lines) and actual (Supplier Invoices)
• Demonstrate variance identification

Key Talking Points

• Single source of truth: All AR and AP data linked to bookings
• Real-time visibility: See what customers owe and what you owe suppliers instantly
• Easy navigation: Click from booking to payments to invoices seamlessly
• Complete audit trail: Every transaction tracked with timestamps and user info

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Q2: Automation Capabilities

Goal: Demonstrate that Kaptio automates the heavy lifting of financial operations.

Demo Flow: Automatic Invoice Line Generation

Step 1: Show Supplier Agreement Configuration

Supplier Account > Supplier Agreements related list

• Show agreement terms: rates, validity periods, payment rules
• Explain that these drive automatic cost calculations

Step 2: Demonstrate Auto-Generation

• Create or confirm a booking (if safe to do in demo)
• Show how Supplier Invoice Lines appear automatically
• Highlight: “No manual entry required—costs calculate from agreements”

Demo Flow: Payment Schedule Automation

Step 3: Show Payment Schedule Configuration

Setup > Custom Settings > Payment Schedule Configuration
OR
Channel record > Payment Schedule Rules

• Show configurable rules:
  • Deposit percentage (e.g., 20% on booking)
  • Progress payment timing (e.g., 30% at 60 days)
  • Balance due (e.g., remainder at 30 days)

Step 4: Show Automatic Calculation

• Navigate to any booking
• Show how payment schedule calculated automatically from rules
• Explain channel-specific and package-specific overrides

Demo Flow: Payment Reminders

Step 5: Show Automation Rules (if configured)

Setup > Process Builder / Flow
OR
Show email templates for payment reminders

• Explain payment reminder workflows:
  • Automatic emails at X days before due
  • Follow-up on overdue payments
  • Escalation rules

Demo Flow: Payment Files and Remittances

Step 6: Explain Batch Processing (Discussion point—no live demo needed)

Note for Presenter: This capability is typically configured during implementation as a consulting engagement, where we configure exports for the client’s specific bank format. For the demo, explain the capability conceptually rather than showing a live system.

• Discuss ability to generate:
  • AP payment files for bank submission (BACS, ACH formats)
  • Remittance advice for suppliers
  • Batch exports on schedule or on-demand

Key Point: “Kaptio stores all the payment data. During implementation, we configure exports in your bank’s required format—whether that’s BACS for UK, ACH for US, or SEPA for Europe.”

Suggested Talking Point: “Payment files can be generated in formats your bank accepts, then imported to your payment system. This is a configuration item we handle during implementation based on your specific banking requirements.”

Key Talking Points

• Invoice Processing: Supplier invoice lines auto-generated from agreements—no manual entry
• Payment Schedules: Calculated automatically based on configurable business rules
• Reminders: Workflow automation for payment follow-ups
• Payment Files: Batch generation for supplier payments
• Supplier Remittances: Automatic remittance advice to suppliers

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Q3: Reporting Capabilities

Goal: Show the breadth of financial reporting available, from standard reports to custom and BI integration.

Demo Flow: Standard Reports

Step 1: Navigate to Reports

App Launcher > Reports
Filter: Finance / Payment reports

Step 2: Show Key Standard Reports

Report	What It Shows
Payment Schedule Aging	Outstanding customer balances by due date
AR Aging Report	Customer receivables by aging bucket
Transaction Summary	Daily/weekly/monthly payment totals
Supplier Invoice Summary	Expected costs by supplier
Margin Analysis	Revenue vs cost by package/departure

Step 3: Run a Sample Report

• Open Payment Schedule Aging or similar
• Show filtering capabilities
• Demonstrate export to Excel

Demo Flow: Custom Reports

Step 4: Show Report Builder

Reports > New Report > Select report type

• Demonstrate creating a custom report
• Show available fields and cross-object relationships
• Explain: “Any data in Kaptio can be reported on”

Step 5: Discuss Dashboards

• Show a financial dashboard if available
• Explain dashboard components and real-time refresh

Demo Flow: BI Integration

Step 6: Explain Integration Options

Option A: CSV/Excel Export

• Standard report export functionality
• Scheduled report delivery via email

Option B: API Access

• REST API for pulling financial data
• Real-time or batch extraction
• “Your BI team can query our API directly”

Option C: Direct Database Access

• Via KTAPI (Kaptio’s API layer)
• For enterprise BI tools (Tableau, Power BI, Looker)

Step 7: Margin Visibility Discussion

• Show or describe margin reporting:
  • By package
  • By departure
  • By channel
  • By booking agent
• Explain: “See exactly where you’re making margin and where you’re not”

Key Talking Points

• Standard Suite: Out-of-box reports for common finance needs
• Custom Reports: Full Salesforce reporting capabilities—build any report you need
• Dashboards: Real-time visibility into KPIs
• BI Integration: API access, scheduled exports, or direct database connection
• Margin Visibility: Profitability analysis at any level of granularity

Guidance for Demo

• Use existing reports you have access to—don’t expose sensitive customer data
• Focus on report structure and capabilities, not specific numbers
• Filter or anonymize if showing customer-specific data
• Demonstrate the report builder to show customization potential

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Q4: Accounting System Integration

Goal: Explain the generic integration framework that supports any accounting system.

Demo Flow: Integration Architecture

Step 1: Explain the Pattern

Kaptio Financial Data
        │
        ▼
   Export Layer
        │
        ├──► GL Journal Entries
        │
        ├──► AP Payment Files
        │
        ├──► AR Aging Data
        │
        └──► API for Real-Time Sync
        │
        ▼
 Accounting System
 (Sage, Dynamics, Oracle, QuickBooks, Xero, etc.)

Step 2: Show Export Configuration (if available)

Setup > Custom Settings > GL Export Configuration
OR
Describe configuration options

Supported Systems

Kaptio’s integration framework supports:

System	Integration Methods
Sage (Line, 50, 200, Intacct)	File export, API
Microsoft Dynamics (365, NAV, GP)	File export, API
Oracle (NetSuite, Financials Cloud)	File export, API, SuiteConnect
QuickBooks (Online, Desktop)	File export, API
Xero	API integration
Custom ERP	API, file export

Key Point: “We support a generic integration pattern that works with any system. The format and mapping are configurable.”

Integration Capabilities

GL Journal Entries

• Revenue recognition entries
• Cost accruals
• Variance adjustments
• Multi-currency with FX handling

AP Payment Files

• Batch payment files for bank submission
• Configurable formats (BACS, ACH, SEPA, etc.)
• Scheduled or on-demand generation

Data Transfer Options

• File-based: Scheduled CSV/XML exports
• API-based: Real-time REST API
• Event-driven: Webhooks for specific triggers

Automation Options

• Scheduled exports (daily, weekly, monthly)
• Event-triggered exports (on booking confirmation, payment, etc.)
• Manual on-demand exports

Configuration Points

Chart of Accounts Mapping

• Map Kaptio accounts to your GL accounts
• Support for revenue, cost, liability, and asset accounts

Dimension/Segment Mapping

• Map to cost centers, departments, projects
• Support for multi-dimensional accounting

Key Talking Points

• System-agnostic: Same framework supports Sage, Dynamics, Oracle, QuickBooks, Xero, and custom systems
• Configurable formats: Export in the format your system needs
• Automation options: Scheduled or triggered exports
• No manual re-entry: Data flows from Kaptio to your accounting system
• Audit trail: Track what was exported and when

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Closing the Demo

Summary Points

1. Complete Financial Visibility: AR and AP in one place, linked to every booking
2. Automation: Invoice lines, payment schedules, and reminders—all automatic
3. Flexible Reporting: Standard reports plus full custom reporting and BI integration
4. Any Accounting System: Generic integration framework for Sage, Dynamics, Oracle, QuickBooks, Xero, or custom

Next Steps to Offer

• Deeper dive on specific areas of interest
• Technical discussion on integration architecture
• Review of their specific reporting requirements
• Demo with their data structure (post-contract)

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Resources

Internal Documentation

• Accounting Integration Hub
• Finance Showcase (when available)

Outcomes for Detailed Implementation

• Process Payments Online — Payment gateway and schedule configuration
• Manage Supplier Payments — Supplier agreements and AP workflows
• Reconcile Financials — Cost matching and margin analysis

Community Articles

• Finance Operations Topic