CFDI Management in Emburse Captio

What is CFDI?

The 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: valid fiscal document.
• PDF File: visual representation of the XML.

For an expense to be fiscally deductible, the company usually needs to have the CFDI and ensure it meets the corresponding fiscal requirements (correct RFC, valid structure, mandatory data, etc.).

The Problem Emburse Captio Solves

In many organizations, the process of obtaining and validating invoices is still manual:

• The employee must keep the receipt.
• They request the invoice from the merchant.
• Download the XML and PDF.
• Manually attach them to the expense.
• Finance later reviews if the documentation is correct.

This process causes delays, errors, non-deductible expenses, and a significant administrative burden.

Emburse Captio automates much of this process to reduce the effort of employees and financial teams, improving tax compliance and expense deductibility.

What Does Emburse Captio Do?

Emburse Captio offers two complementary capabilities:

The idea is simple: the employee continues recording their expenses as usual, and Captio automates the work traditionally done by the employee or the finance department.

How Does CFDI Management Work?

1. Expense Registration

The employee:

• Makes an expense.
• Takes a photo of the receipt or proof, or attaches a document.
• Completes the required expense information.

Important: the process only starts when the expense is fully registered.

Supported Channels

• Web
• Mobile application
• Email (corporate expense mailbox)

2. Retrieval Evaluation

Once the expense is registered, Captio analyzes whether to request the CFDI.

Captio automatically requests retrieval when:

• The user has uploaded only a receipt, image, or PDF without XML.
• The expense is complete.
• It meets the rules configured by the company.
• The currency is MXN or USD.
• The employee's or company's RFC is correctly configured.

Captio does not request retrieval when:

• An XML is already attached.
• It is a mileage or per diem expense.
• It does not meet the filters configured by the company.
• The currency is other than MXN or USD.
• There is an issue in the user's fiscal configuration.

3. CFDI Request

If the expense meets the necessary conditions:

• Emburse Captio automatically sends the retrieval request to the specialized provider.
• The provider attempts to obtain the invoice directly from the issuer.

Typical times can be:

• Up to 24 hours in automatic processes.
• Up to 72 hours in processes requiring manual handling.

Important: retrieval does not guarantee obtaining the CFDI in all cases, as it depends on the merchant's ability to issue or provide the invoice.

4. Receipt and Reconciliation

If retrieval is successful:

• Emburse Captio receives the XML and PDF files.
• Both documents are automatically linked to the corresponding expense.
• They remain available as attachments to the expense.

5. Fiscal Validation of the CFDI

When the company has activated the validation service:

• The XML is validated through EDICOM.
• It is verified that it meets the applicable fiscal requirements.
• It is checked that the document is suitable for accounting and fiscal processes.

Validation does not replace the company's internal reviews or policies but helps reduce errors and compliance risks.

CFDI Statuses

Retrieval Status

Validation Status

What Does the User or Administrator See?

Currently:

• The expense follows its usual approval and reporting flow.
• When the CFDI is obtained, the XML and PDF files appear attached to the expense.
• If not obtained, no documents appear attached.

Important

• CFDI retrieval does not block expense approval.
• The system currently does not show all intermediate process statuses to the employee.
• Improvements are planned to offer greater visibility and tracking.

Available Configuration for Companies

Organizations can define which expenses should be sent for retrieval to optimize costs and improve efficiency.

Benefits

For the Employee

• Less manual management.
• Less need to request invoices from merchants.
• Fewer incidents due to incomplete documentation.

For Finance and Administration

• Less review effort.
• Greater tax compliance.
• More control over which expenses are processed.
• Better preparation for accounting exports and ERP.

For the Company

• Reduced fiscal risk.
• Higher percentage of deductible expenses.
• Automation of a traditionally manual process.
• Better document traceability.

Use Cases

Restaurant Receipt

An employee uploads a photo of the receipt. Captio automatically requests the CFDI. Once retrieved, the XML and PDF appear associated with the expense.

Employee Already Has the XML

If the employee directly attaches the XML and PDF, Captio does not request a new retrieval and can proceed directly to validation.

Receipt by Email

If the invoice arrives via email with XML and PDF, Emburse Captio can automatically validate it before creating the expense.

Multi-Company Environments

Each employee can be associated with a different RFC, ensuring invoices are always requested in the name of the correct entity.

What Emburse Captio Does and Does Not Do

Does

✅ Automatically request CFDI when appropriate.

✅ Retrieve XML and PDF through specialized providers.

✅ Associate documentation with the corresponding expense.

✅ Validate CFDI via EDICOM (if contracted).

✅ Facilitate export and document control processes.

Does Not

❌ Does not guarantee 100% invoice retrieval.

❌ Does not file taxes with the SAT.

❌ Does not perform refunds or fiscal recoveries.

❌ Does not replace fiscal advice or company internal policies.

Frequently Asked Questions

Does the employee have to manually request the CFDI?

Not necessarily. If the expense meets the configured conditions, Emburse Captio can request it automatically.

Can I approve an expense without a CFDI?

Yes. Expense approval is independent of the retrieval process.

Where do I find the CFDI?

As attachments to the expense, once they have been successfully obtained.

Does it work with any merchant?

Not always. Retrieval depends on the merchant’s ability to issue and provide the CFDI.

What happens if the invoice is not obtained?

The expense remains registered and can be managed manually according to the company’s policies.

Is this functionality available to all clients?

It is a specific feature for clients in Mexico who have the service activated.

What is the difference between retrieval and validation?

• Retrieval: obtaining the CFDI.
• Validation: checking that the CFDI is fiscally valid.

Does it work outside of Mexico?

No. This flow is specifically designed for managing CFDI in Mexico.