🔗 Prerequisites
Features
What you get with this outcome
Pay Suppliers Accurately and On Time
Supplier payment accuracy is critical—overpayments hurt margins, late payments damage relationships. Kaptio's supplier agreement framework generates expected cost lines based on contracted rates and payment rules. From Intrepid's DMC cost bearer tracking to Bunnik's deposit scheduling, the system automates invoice line generation so accounts payable knows exactly what to pay, when, and to whom.
Visual coming soon
supplier-invoice-line-diagram
Supplier Agreements
Define payment terms with each supplier. Agreement type (net rate, commission), validity periods, invoice basis (item or service level), and tax handling. Agreements attach to suppliers and services for accurate cost calculation.
- ✓Contracted rate management
- ✓Agreement validity tracking
- ✓Multiple agreement types
- ✓Service-level linking
Visual coming soon
payment-rules-diagram
Payment Rules
Configure when payments are due and how much. Deposit percentage on booking, balance before travel, billback after. Rules can vary by price category, add-on, or fee. Cost bearer identifies who pays—office or tour leader.
- ✓Deposit scheduling
- ✓Balance timing
- ✓Billback management
- ✓Cost bearer tracking
Visual coming soon
Invoice Line Generation
Invoice Line Generation
Kaptio automatically generates supplier invoice lines when itineraries are confirmed. Lines reflect the expected cost based on supplier agreement terms, ready for matching against actual supplier invoices.
- ✓Automated line creation
- ✓Agreement-based pricing
- ✓Payment timing
- ✓Booking linkage
Visual coming soon
AP Integration
AP Integration
Export expected costs to your accounting system or AP automation tool. Kaptio provides the expected cost data; specialized tools handle invoice matching, OCR, and reconciliation. Variances flow back to Kaptio.
- ✓Export to accounting
- ✓Third-party AP tools
- ✓Variance tracking
- ✓Accrual management
User Journey
Step-by-step flow from start to finish
🗺️User Journey Flow
Follow the steps from start to finish
Implementation Plan
How to implement this outcome
📅 Project Overview
Agreement Setup
Week 1-2- • Create supplier agreements
- • Configure payment rules
Integration
Week 3- • Set up AP export
- • Test invoice flow
Resources
Configs, tools, and documentation to help you
Supplier Agreement Model
Key Objects
| Object | Purpose |
|---|---|
| Supplier Agreement | Master terms with supplier |
| Payment Rule | When/how much to pay |
| Supplier Invoice Line | Expected cost record |
| Supplier Invoice | Actual invoice grouping |
Agreement Fields
| Field | Description |
|---|---|
| Agreement Type | Net rate, commission, etc. |
| Valid From/To | Effective period |
| Invoice Basis | Itinerary Item or Service |
| Tax Exclusive Commission | Calculation method |
Payment Rules
Rule Types
| Type | Description |
|---|---|
| Deposit | Percentage due on booking |
| Balance | Remaining due before travel |
| Billback | Post-travel payment/refund |
Cost Bearer- Office: Payment handled by central finance
- Tour Leader: Paid on ground during tour## Invoice Line GenerationWhen itinerary confirmed:
- System reads supplier agreements
- Applies payment rules
- Calculates expected cost per rule
- Creates supplier invoice lines
- Sets due dates per rule timing## Intrepid RecommendationFor high-volume reconciliation, integrate third-party AP tools:
- Kaptio provides expected cost data
- AP tool handles OCR/AI invoice matching
- Variances return to Kaptio via API
Common Pitfalls
Avoid these implementation mistakes
Don't skip payment rule setup—missing rules mean missing invoice lines
Validate agreement validity dates—expired agreements cause incorrect costs
Test invoice basis carefully—item vs service level has different line generation
Track cost bearer correctly—office vs tour leader affects cash flow
Monitor billback timing—late billbacks create reconciliation issues
Handle commission calculations—inclusive vs exclusive tax matters