Supplier invoices
Supplier invoice control software: every line checked before payment, and you make the call
Supplier invoice control software reads every invoice received, checks it against the contract and the purchase order, matches quantities to the goods receipt, then isolates the discrepancies with their evidence. Zylio does this with specialised AI agents, without touching your ERP and without paying or disputing anything on your behalf: it investigates, you decide.
The problem
Why a supplier invoice gets paid without really being checked
Control exists almost everywhere. It covers the total, a sample, or whatever a controller has time to look at before the due date.
Rising volumes, diverging formats
Native PDFs, scans, photos, portals, EDI feeds: every supplier sends its own way. A stable team absorbs a volume that is anything but stable.
Manual checks that cannot keep pace
Open the invoice, find the contract, compare one price: three minutes per line, multiplied by hundreds of lines. So totals get checked instead.
The negotiated price, rarely verified
The framework contract is signed, filed, then forgotten. Nobody rereads the discount clause the moment the invoice arrives.
Invisible overbilling
A one-cent gap on a common reference, a delivery charge above the free-freight threshold, a revision applied too early: nothing spectacular, but repeated.
Approval without a trace
Who approved, on what basis, compared with what? The approval workflow says “yes”; it does not say why.
A due date that outweighs the doubt
When the payment deadline nears, the doubtful invoice gets paid to avoid the penalty. The doubt is postponed, never investigated.
The mechanism
What supplier invoice control software actually checks
It all starts with reading. The invoice, whatever its format, is turned into lines: supplier, reference, description, quantity, unit, unit price, discount, tax. Each value stays linked to the exact place in the document where it was read, so it can be verified in one click later. This step belongs to the Capture agent and is detailed on the page dedicated to reading purchasing documents.
Then comes the confrontation. Each invoiced line is compared with what was negotiated (framework contract, unit price schedule, rate card, amendment, discount terms), in the version in force at the invoice date. In parallel, the invoiced quantity is matched to the ordered quantity and the received quantity, line by line, with your tolerances. A clean invoice passes on its own; a doubtful one comes out with the gap already quantified.
What remains is the evidence. For each discrepancy, Zylio shows the contract clause and the invoice line side by side, the amount at stake and the reason. What the agent did, it records in the order it did it. Nothing is dismissed silently: a case matching no rule is raised, with its reason, and a person decides whether to pay, dispute or request a credit note.
The price control pillar: what is confronted with what, and the evidence provided.
An invoice’s journey
Four steps, four agents, one human decision
Each step has its own page. This one points you there; the others go into detail.
- 01
Read
Intake through a dedicated mailbox, upload, SFTP or ERP export, then line-by-line extraction, all formats and all languages. See reading purchasing documents.
- 02
Confront with the negotiated terms
Unit price, discount, revision, ancillary charges: each line against the contract and the price schedule. See compliance with negotiated prices.
- 03
Match to the order and the receipt
Quantities, units, references, partial deliveries: two-, three- or four-way matching, at line level. See matching purchasing documents.
- 04
Handle what fits no workflow
Invoice without an order, duplicate, credit note never applied, several orders on one invoice: investigated, qualified, presented. See exception management.
Order, receipt, invoice: matched at line level, with your tolerances.
Where to start
One page for each question you are asking
The questions below are the ones we hear most often. Each has a page that answers it in detail.
“Are my negotiated prices being applied?”
Checking the invoiced price against the contractual price, discount and revision included. That is the page on checking invoiced prices.
“Does the invoice match what I received?”
Matching the invoice to the order and the receipt, line by line. That is the page on invoice matching.
“What do I do with the discrepancies once found?”
Their reconciliation: qualification, credit note, dispute, closure. That is the page on AI invoice reconciliation.
“Where do our price gaps come from?”
The typology and prioritisation of gaps by category, supplier and cause. That is the page on gap analysis.
“And before the invoice, the order?”
Checking the purchase order against the contract, before the commitment. That is the page on purchase order analysis.
“On the accounting side, how do we reconcile?”
Matching invoices to entries and supplier payments. That is the page on accounting reconciliation.
What the Exception agent takes on when the invoice fits no workflow.
What it changes
What systematic control changes for the team that pays
The first change is scope. Today, a controller looks at what they can; with agents, coverage ranges from 5% to 100% of your purchases checked, depending on what you decide to include. Sampling stops being a constraint and becomes a choice: you can start with one spend category or one supplier, then widen.
The second change is time. Compliant cases pass on their own; the team only sees the invoices that deserve a look, with the gap already quantified and sourced. On the scopes analysed, we observe 15 to 45% of time handed back to teams, per FTE, depending on the scope and the maturity of the data.
The third change is money, with no automatic promise. What was paid in error is shown, line by line, with the clause and the invoice; recovery is decided and negotiated. On the scope analysed, between 1 and 7% of margin recovered. The 3-week diagnostic, on your data, exists to measure it before committing.
Zylio never decides in your place. It investigates, you decide.
What Zylio does not do
Four limits, valid on every page of this site
Zylio does not touch your ERP: it reads exports or an API and writes nothing into SAP, Sage, Oracle, Microsoft Dynamics 365, NetSuite, Cegid or Workday. It triggers no payment, no dispute, no credit note without your approval. It contacts none of your suppliers. And your data is never used to train a model: it is hosted in France, under ISO 27001 and SOC 2 Type II, with a full audit trail.
How Zylio reads your data without changing anything in your system.
Compliance
Every invoice checked against your agreements.
Checks every invoiced line against what was negotiated: framework agreement, price list, rate schedule, amendment, discount terms, volume thresholds, indexation clauses.
A claim that is documented and enforceable against the supplier, not a hunch.
What Compliance detects
- Invoiced price higher than the negotiated price
- Revision outside its due date or on the wrong index
- Volume discount or tiered rate not applied
- Service outside the contract, item outside the catalogue
- Payment terms not honoured
- A one-cent discrepancy repeated across thousands of lines
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 supplier invoice control software?
It is a tool that verifies every invoice received before payment: it reads its lines, compares them with the contract and the order, matches quantities to the receipt and flags discrepancies with their evidence. It differs from a document capture tool, which reads and archives without confronting.
Does Zylio replace my ERP or my invoice capture tool?
No. Zylio sits between the two: it reads the invoices and documents your tools already produce, checks them, then returns an investigated file. Your ERP remains the system of record; your approval workflows remain yours. Nothing is written into it without your decision.
Which page should I start with?
If your question is about prices, start with compliance with negotiated prices. If it is about quantities and receipts, with matching purchasing documents. If it is about blocked invoices, with exception management. The 3-week diagnostic covers all three.
How many invoices can Zylio absorb?
The platform processes more than 10,000 supplier documents per week, all formats, languages and structures combined, with more than 100 lines per document and framework contracts of more than 12,000 price lines. Volume is not the constraint; the scope you choose is.
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
The pages that go into detail
- Compliance with negotiated pricesThe price control pillar: every invoiced line against the contract.
- Reading purchasing documentsAll formats, all languages, line-by-line extraction, sourced values.
- ERP exception managementInvoices without orders, duplicates, credit notes: handled, not bounced back.
- The 3-week diagnosticMeasure on your own invoices what was paid outside your agreements.
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