Quotes
Automatic integration of supplier quotations: from the mailbox to your ERP, without re-keying
Automatic integration of supplier quotations takes the quote where it arrives (email, upload, SFTP, API, portal), reads it, checks it and moves it to your ERP or procurement tool as structured lines, through your approval circuit. Nobody re-keys. Zylio writes nothing into the ERP on its own: it returns the data, you decide what goes in.
The problem
Between intake and the ERP, a chain of re-keying
The quote arrives in a mailbox. It ends up in an ERP order. In between, every step is a manual copy, and every copy is a chance for error and delay; and nobody can say, at any given moment, how many quotes are waiting and where.
Scattered intake
Three mailboxes, a supplier portal, a shared folder, a USB stick for the drawings. Nobody knows which quotes arrived this week or where they are.
Time-consuming manual entry
Copying forty lines into the procurement tool, then the same into the ERP at order time. Two entries, two sets of possible errors, one afternoon.
Long processing times
The quote waits to be entered, then approved, then ordered. The supplier chases; the buyer no longer knows which step it is at.
The mechanism
What happens between the quote’s arrival and your ERP
Capture receives the quote through the channel it arrives by: a dedicated email address your suppliers already use, an upload to the platform, an SFTP, an API, or reading from a portal. Every incoming document is detected, identified as a quote, attached to its supplier and to the purchase request or tender that triggered it. A revised quote sent back by the supplier is recognised as a new version of the same quote, not as a duplicate.
The quote is read line by line (reference, description, quantity, unit, price, rebate, charges, terms), then brought to the format your tool expects and confronted with your negotiated prices and your history. Compliant lines go through on their own; discrepancies come back, qualified, into your approval circuit: the right approver receives the right quote with the evidence next to each flagged point. The circuit is yours, with your delegations and thresholds.
Once approved, the selected quote is returned to your systems as structured lines: multi-format export, API, or connector to SAP, Sage, Oracle, Microsoft Dynamics 365, NetSuite, Cegid or Workday. Zylio reads your exports and APIs; it writes nothing into the ERP on its own. The order or commitment is created by your rules, from data already verified. Every step is time-stamped: who received, read, approved, exported, and when.
What Zylio reads, what it returns, what it never modifies.
Intake
Five entry channels, one arrival point
No change to ask of your suppliers. They send as they do today; it is the intake that changes.
Dedicated mailbox
An address you give your suppliers, or an automatic copy of existing mailboxes. Attachments are detected and filed.
Upload and interface
A buyer drops a quote received on their workstation, in a drag and drop; it is handled like the others.
SFTP and API
For regular flows or third-party platforms: the quote enters through a structured feed, with its metadata.
Supplier portals
Quotes deposited by your suppliers on a portal are read at the source, without manual download.
ERP export
Quotes already entered in the ERP are read by export to join the history and serve as a reference.
Versions and duplicates
A quote sent back corrected is attached to the previous one as a new version; a double send is recognised and flagged, never processed twice.
The detail of the entry channels: email, upload, SFTP, API, portals.
The journey
Four steps, traced end to end
- 01
Intake and classification
The quote is detected, identified, attached to its supplier and its tender. Its arrival is time-stamped.
- 02
Reading and control
Lines extracted, common format, confrontation with negotiated prices and history. Discrepancies come back with their evidence.
- 03
Approval circuit
The quote reaches the right approver according to your delegations and thresholds. Approval, dispute or renegotiation from a single screen.
- 04
Export to your tools
Approved lines are returned to the ERP or procurement tool in the expected format. Your rules create the order; Zylio does not write it.
What changes
What you get
Re-keying disappears, and with it the copying errors: the truncated reference, the forgotten unit, the misplaced rebate. The quote is entered once, by the agent, with the evidence for each value. The buyer only touches what is flagged. The supplier has nothing to change in the way it sends. And the question “where is this quote?” has an answer: at this step, with this person, since this date, with the whole history of the file.
The order starts from a quote already checked: the ordered price is the negotiated price, or the gap was seen and accepted by someone entitled to accept it. The invoice that follows will match a clean order. From 15 to 45 % of time returned to teams, per FTE, depending on scope and data maturity. And a full audit trail: every quote keeps its file, from intake to export.
The use case: the same teams, more quotes processed, without re-keying.
Capture
Gather and consolidate all your procurement data.
Collection by dedicated mailbox, upload, SFTP, scan, API or ERP export. Reads every format (native PDF, scan, photo, spreadsheet, structured feed), then extracts line by line: supplier, references, quantities, unit prices, discounts, taxes, terms.
The end of re-entry. A procurement history you can finally query.
What Capture detects
- Long documents and multi-page tables
- Unknown layouts
- Several languages and currencies
- Poor scans and handwriting
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
Does Zylio write into my ERP?
No. Zylio reads your exports and APIs, and returns the approved lines in the format your ERP or procurement tool expects: export, API or connector. Creating the order or commitment follows your rules and your approvals. Nothing is modified in the ERP without a decision on your side.
Do my suppliers have to change the way they send quotes?
No. They keep sending by email, portal or platform. You can give them a dedicated address, or simply forward the existing mailboxes. Zylio never contacts a supplier on its own, and asks nothing of them: the change happens on the receiving side only.
How is the approval circuit defined?
With your rules: delegations of authority, amount thresholds, spend categories, sites. The quote reaches the intended approver, with the flagged discrepancies and their evidence next to each one. A quote without discrepancy can follow a short circuit if you decide so; a quote with discrepancies follows the full circuit. Every approval is time-stamped and kept in the file of the quote.
What happens when a supplier sends back a corrected quote?
The new document is recognised as a version of the previous quote, attached to the same tender and the same supplier. The differences between the two versions are displayed line by line (a price changed, a line added, an option removed), and the approval circuit resumes on the new version, without the old one being lost or counted twice.
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
- Automatic standardization of quotationsEvery quote received, whatever its format, brought to a single, verifiable structure.
- AI standardizationQuotes, price schedules, catalogues and rate cards brought to one usable structure, with proof on each line.
- Standardizing contractsBring every supplier contract into one common structure, without rewriting a single word, so you can compare and query them at will.
- PDF extraction of purchase dataTurning PDFs into structured, consistent and sourced purchase data, ready for analysis.
- Book a demoA quote sent by email during the demo, followed through to export.
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