How does CFDI management work in Emburse Captio?
What is CFDI?
CFDI (Comprobante Fiscal Digital por Internet) is the official electronic invoice in Mexico. It is the fiscal document required to justify expenses and be able to deduct them before the SAT.
A CFDI consists of:
- XML file → this is the valid fiscal document
- PDF file → this is the visual representation of the XML
How does Emburse Captio manage the CFDI?
Emburse Captio automates the management of the CFDI based on the expenses recorded by users.
1. Expense recording
The user:
- Makes an expense
- Takes a photo of the receipt or proof
- Completes the expense information in the app
Important: the process only starts when the expense is fully recorded.
2. CFDI request
Once the expense is recorded:
- Emburse Captio automatically requests the CFDI from the merchant (when applicable)
- This process can take:
- Up to 24 hours in automatic processes
- Up to 72 hours in manual processes
3. Reception and reconciliation
If the request is successful:
- The XML and PDF files are received
- They are automatically linked to the corresponding expense
- They remain available as attachments to the expense
4. CFDI validation
The CFDI can be validated to verify that:
- It complies with the required fiscal format
- It is valid before the SAT
This validation ensures that the document can be correctly used in accounting and tax processes.
What does the user or administrator see?
Currently:
- The expense is recorded and follows its normal flow (approval, reporting, etc.)
- If the CFDI is successfully obtained:
- The XML and PDF files attached to the expense appear
- If it is not obtained:
- No attached files are shown
Important:
- The system does not show the intermediate status of the process (pending, in progress, etc.)
- The obtaining of the CFDI does not block the approval of the expense
What should be kept in mind as an administrator?
- Not all expenses automatically generate CFDI (depends on the merchant and type of receipt)
- The quality of the receipt image is key to facilitate the request
- The obtained CFDIs can be used in:
- Accounting exports
- Tax deduction processes (outside the platform)
What does Emburse Captio do and not do?
- ✅ Manages the request, reception, and validation of the CFDI
- ❌ Does not perform tax filing or recovery before the SAT
These tasks must be carried out through the company's accounting processes.
Frequently asked questions
Does the user have to request the CFDI manually?
No, Emburse Captio can manage it automatically when the expense meets the necessary conditions.
Can I approve an expense without a CFDI?
Yes. The approval process is independent.
Where can I find the CFDI?
In the expense, as attached files (XML and PDF), once obtained.