Exception · Case handled
Invoices without a purchase order: recover the commitment, the budget and the approver
An invoice arrives without a purchase order: nothing is waiting for it in the system, no commitment answers it. You have to find out who ordered, which budget to charge it to, and who has to approve it. The Exception agent rebuilds these three elements and documents them. You decide: Zylio commits to nothing without your approval.
The problem
An invoice that nothing is waiting for
Matching assumes a commitment facing the invoice. Without a purchase order (PO for short), there is nothing to match: no reference, no expected quantity, no agreed price, no designated approver. Your ERP, the integrated management software, can only put the document on hold.
A manual investigation then begins. Who, in which entity, requested this service? Which cost centre should it be charged to? Who is authorised to commit at this amount? Each answer sits in an email, and each email takes two days.
An exception is not a complicated invoice. It is three people, two emails and four days.
Three questions to investigate before paying
- Who ordered
- The agent matches the invoice against the traces that exist: purchase requisition, email exchange, live contract, history of the same supplier on the same entity. The likely requester is proposed, together with what points to them.
- On which budget
- The general ledger and cost accounting allocation is inferred from the nature of the service and from the allocations used on previous occasions, including when the cost dimension exists in your data only as free text.
- With which approval
- The approval route is determined by your thresholds and your delegations of authority, not by local habit. The agent names the approver expected at the amount observed.
None of this is a decision: it is a file. The accountant receives a proposed allocation, an identified requester and a designated approver, each linked to what justifies it. It investigates, you decide.
What this changes
The queue of blocked cases stops growing.
- The invoice stops circulating by email: its investigation is written in the same place as the invoice itself.
- The same case produces the same decision, today as in six months: the rules are applied deterministically.
- A complete audit trail: every analysis visible, sourced, timestamped, exportable.
Exception
Invoices without a purchase order, multi-order invoices, duplicates: handled.
Takes on what fits into no standard workflow, instead of sending it back to the team.
The queue of blocked cases stops growing.
What Exception detects
- Invoices without a purchase order
- Several purchase orders on one invoice, one purchase order across several invoices
- Exact and disguised duplicates
- Credit notes missing or never applied
- Off-contract spend
- Cost allocation entered as free text
- IBAN invalid or diverging from the reference data
Nothing is lost. Everything can be checked, everything can be proven.
- The contract clause and the invoice line, highlighted side by side.
- Every extracted value stays linked to the exact place in the document where it was read.
- The same case produces the same decision, today as in six months: the rules are applied deterministically.
- No discrepancy is set aside in silence. Anything that matches no rule is raised, with its reason.
- The agent records what it did, in the order it did it: who, what, how much, when.
Frequently asked questions
What is an invoice without a purchase order?
An invoice received with no commitment recorded beforehand: no purchase order is waiting for it in the system, so no automatic matching is possible. The requester, the budget allocation and the approval route have to be found before it can be processed.
How can you check what the agent has rebuilt?
Every extracted value stays linked to the exact place in the document where it was read. The agent records what it did, in the order it did it: who, what, how much, when.
Does Zylio replace my ERP?
No. Your ERP runs the process and remains the source of truth. Zylio handles the exception, on top of it, and feeds the results back. No additional development inside your system.
Can Zylio trigger a payment or contact a supplier?
No, never without your approval. Zylio prepares the case file; the commitment stays human.
Measurable impact in every environment
More than 5 million procurement documents analysed
Between 1 and 7% of margin recovered
on the scope analysed
From 15 to 45% of time given back to teams, per FTE
depending on the scope and on data maturity
Zylio fits into your existing ecosystem.
The ERP runs the process. Zylio handles the exception and recovers the value that escapes it: invoices without a purchase order, line-by-line price discrepancies, duplicates and overbilling, off-contract spend.
Your data under high security.
Zylio meets the most demanding standards, and nothing is committed without your approval.
- Certifications
- Hosting
- Encryption
- Access
Read next
- Automated ERP exception management by AIThe pillar: everything that fits into no standard route.
- Allocate invoices with no purchase orderI allocate a non-PO invoice to the right accounting and cost codes
- Find the right approverI find who has to approve an invoice with no purchase order
- Understand why an invoice is blockedI understand why an invoice is blocked and what will release it
See what this looks like on your own data
Twenty minutes, on a spend category of your choosing. We show you what the agents detect, with the evidence behind it.
- No commitment, on your own data
- Result in 3 weeks
- 20 minutes, no sales pitch
- Your data stays hosted in France
- No change of tool or process