🔗 Prerequisites
Features
What you get with this outcome
Know Your True Margins
Profitability visibility requires accurate cost reconciliation. Kaptio tracks expected costs from supplier agreements against actual supplier invoices, identifying variances that impact margins. From deposit reconciliation to post-trip settlement, the financial workflow ensures every dollar is accounted for. Integration with accounting systems completes the loop, keeping your general ledger in sync with operational reality.
Visual coming soon
variance-analysis-diagram
Cost Matching
Match expected supplier invoice lines against actual supplier invoices. Identify exact matches, partial matches, and unmatched items. Variances flag for review—overcharges to dispute, undercharges to accrue.
- ✓Expected vs actual comparison
- ✓Variance identification
- ✓Dispute flagging
- ✓Accrual tracking
Visual coming soon
margin-report-diagram
Margin Analysis
Calculate true booking margins by comparing selling price against reconciled costs. Track margin by package, departure, channel, and agent. Identify low-margin bookings and high-performers.
- ✓Per-booking margin
- ✓Package profitability
- ✓Channel performance
- ✓Trend analysis
Visual coming soon
Revenue Reconciliation
Revenue Reconciliation
Match customer payments against booking invoices. Track deposits, balance payments, refunds. Identify outstanding receivables and overdue accounts.
- ✓Payment matching
- ✓Outstanding tracking
- ✓Aging analysis
- ✓Collection prioritization
Visual coming soon
Accounting Integration
Accounting Integration
Export reconciled transactions to your general ledger. Journal entries for revenue recognition, cost accruals, and variance adjustments. Support for NetSuite, Xero, and custom integrations.
- ✓GL export
- ✓Journal creation
- ✓Multi-system sync
- ✓Audit trail
Visual coming soon
Revenue Recognition
Revenue Recognition
Track revenue by recognition date, not booking date. Configure recognition rules per ASC 606: recognize at travel date, over travel period, or on specific milestones. Generate deferred revenue schedules.
- ✓ASC 606 compliance
- ✓Deferred revenue tracking
- ✓Recognition schedules
- ✓Period-end accuracy
Visual coming soon
Cash Flow Forecasting
Cash Flow Forecasting
Forecast cash inflows from payment schedules and outflows from supplier payments. Project cash position by week/month. Identify cash gaps before they become problems.
- ✓Inflow forecasting
- ✓Outflow projection
- ✓Cash position tracking
- ✓Gap identification
Visual coming soon
Accrual Management
Accrual Management
Track accrued revenue and expenses. Generate accrual entries for unbilled services and unrecorded costs. Reverse accruals automatically when actual transactions post.
- ✓Accrual tracking
- ✓Auto-reversal
- ✓Period accuracy
- ✓Audit compliance
Visual coming soon
Multi-Currency Reconciliation
Multi-Currency Reconciliation
Reconcile bookings and payments across multiple currencies. Handle FX gains/losses, track historical rates, and report in both local and base currencies.
- ✓Multi-currency support
- ✓FX gain/loss tracking
- ✓Historical rate storage
- ✓Dual-currency reporting
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
Process Design
Week 1- • Document reconciliation workflow
- • Define variance thresholds
Configuration
Week 2-4- • Build matching reports
- • Configure GL export
Resources
Configs, tools, and documentation to help you
Reconciliation Process
Monthly Cycle
- Invoice Collection - Gather supplier invoices
- Expected Cost Review - Pull supplier invoice lines
- Matching - Compare expected vs actual
- Variance Analysis - Investigate differences
- Adjustments - Record corrections
- GL Export - Post to accounting
Variance Types
| Type | Cause | Action |
|---|---|---|
| Overcharge | Supplier billed more than agreed | Dispute with supplier |
| Undercharge | Supplier billed less | Record accrual |
| Rate Change | Contract changed mid-booking | Update agreement |
| FX Difference | Currency movement | Recognize gain/loss |
Margin Reporting
Key Metrics
- Gross Margin: Revenue - Supplier Costs
- Net Margin: Gross - Operating Costs
- Margin %: Net Margin / Revenue
Analysis Dimensions
- By Package
- By Departure
- By Channel
- By Agent
- By Period
Integration Patterns
Accounting Export| System | Method |
|--------|--------| | NetSuite | SuiteConnect or API | | Xero | API integration | | QuickBooks | CSV or API | | SAP | Middleware |### Data Exported- Revenue transactions
- Cost accruals
- Variance adjustments
- Payment reconciliation## Best Practices- Reconcile monthly, not quarterly
- Set materiality thresholds for variance review
- Automate routine matching
- Escalate unresolved variances quickly
- Document all manual adjustments
Common Pitfalls
Avoid these implementation mistakes
Don't skip variance review—unreviewed differences become permanent errors
Reconcile regularly—monthly backlogs become unmanageable
Track accruals carefully—timing differences need proper recognition
Handle refunds systematically—partial refunds complicate matching
Document adjustments—unexplained entries fail audits
Plan for currency—multi-currency bookings need rate handling