Procurement KPIs
KPIs follow-up: procurement indicators calculated from your documents, verifiable down to the line
KPIs follow-up at Zylio does not rest on figures typed into a spreadsheet, but on the documents themselves: contracts, orders, receipts and invoices read line by line. Compliance with negotiated prices, contract coverage rate, proven savings, pending credit notes, processing times: every indicator updates with each document received and opens down to the lines that make it up.
The problem
Indicators built by hand, therefore late and debatable
Most procurement departments track their indicators in a spreadsheet fed every month, sometimes every quarter. The data comes from an ERP export, an extract from the scanning tool and a few retyped figures. The price compliance rate is calculated on a sample; the declared savings rest on a reference price nobody has rechecked since signature.
The result is a report that is accurate the moment it is produced and out of date the next day. A price drift at a supplier shows up at the quarterly review, when three months of invoices have already been paid. A credit note promised in January appears nowhere until someone remembers it.
The problem is not the choice of indicators. It is the material that feeds them: aggregated, typed figures with no link to the documents they are supposed to account for. A KPI that cannot be opened down to the invoice is a KPI that can be challenged in a meeting.
Indicators
The KPIs Zylio tracks from the documents
Each is calculated on the lines read, not on declared totals. Each has an explicit scope: entity, site, category, supplier, period.
Compliance with negotiated prices
Share of lines invoiced at the price of the contract, rate card or price list in force; amount of gaps observed, by supplier and by category.
Contract coverage rate
Share of spend that runs under a negotiated contract, and share outside it. Off-contract spend is named: which supplier, which category, which site.
Proven savings
Overpayments identified, disputed, recovered. Every euro counted points to the invoice line and the clause that justify the gap.
Pending credit notes
Credit notes promised and not received, received and not applied, by supplier and by age. What is owed and has not yet come in.
Supplier performance
Quantity gaps, partial deliveries, invoicing before receipt, open disputes and resolution times, supplier by supplier.
Lead times and flows
Time between receipt and approval of an invoice, share of invoices without an order, blocked invoices and reason for the block, adherence to payment terms.
Mechanism
Where the figures come from
- 01
The documents are read
Contracts, rate cards, orders, receipts, invoices and credit notes are read line by line by the Capture agent, whatever the format or the channel.
- 02
The lines are linked
Graph, the knowledge graph layer, links each invoiced line to its order, its receipt and the price clause that applies. That link is what makes the indicator computable.
- 03
The gaps are documented
The Compliance and Matching agents set what was invoiced against what was negotiated and ordered, and quantify the gap. A person approves or closes each case.
- 04
The indicator is calculated
Insight, the procurement intelligence layer, aggregates the lines according to the chosen scope and updates the indicator with every new document. It reads; it does not write.
- 05
Every value opens
A compliance rate opens on the non-compliant lines; each line, on the invoice and the clause. A challenged figure is proven in two clicks.
- 06
Absence is declared
When a document is missing (an unscanned receipt, an unloaded contract), the indicator says so. Nothing is estimated to fill a hole.
How it is calculated, what it reveals, how to raise it.
Alerts
Thresholds, alerts, and a decision that stays human
An indicator tracked continuously lets you set thresholds: a compliance rate dropping below a value, a price drift on a reference over several months, a credit note pending beyond a deadline, a share of off-contract spend climbing at one site. When the threshold is crossed, the alert arrives with the lines that explain it.
The alert triggers nothing on its own. It says what happened, with whom, since when, and what it represents. What follows (disputing an invoice, claiming a credit note, renegotiating, opening a tender) is your team’s decision, taken in your tools and your workflows. Zylio contacts no supplier and blocks no payment.
The question is never “how much did we spend”. It is “how much, with whom, under which contract, and since when has it been drifting”.
Outcome
What changes for steering
Reporting stops being a monthly exercise. Indicators are current as of the last document received, across the whole scope opened (from 5% to 100% of your spend verified, as you decide) and not on a sample. The quarterly review no longer serves to discover drifts, but to decide what to do about them.
Figures become defensible. A savings rate presented to the executive committee opens on the invoices and clauses that justify it; a statutory auditor asking for the trail of a gap gets it without reconstruction. Between 1% and 7% of margin recovered on the scope analysed: the figure exists because every euro points to a line.
The time spent building the report goes back to the teams: between 15% and 45% per FTE, depending on scope and data maturity. It goes to preparing a negotiation with the real price history, or to handling the gaps the indicators have raised.
By role
The same indicators, read by three roles
Procurement director
Contract coverage by category, price compliance by strategic supplier, proven savings to present. The scope is the group.
Management controller
Gap between the budget of a cost line and what was invoiced, credit notes to accrue, price drifts to explain. The scope is the cost centre.
Site manager
Their suppliers, their blocked invoices, their off-contract purchases, their missing receipts. The scope is the site, and nothing else.
Each role sees its indicators, on its scope, without heavy configuration.
Procurement intelligence · Insight
Ask the question. It builds the analysis, and shows where every figure comes from.
Translates a question asked in plain language into a query over the graph and the procurement database, computes, and returns the useful form: a figure, a table, a curve, a dashboard. It reads, it does not write. Every value opens onto the lines that make it up, and every line onto its source document.
The delay between the question and the answer. A buyer preparing a renegotiation no longer waits for a slot with the data team.
What Insight detects
- A category whose price has been drifting for months
- A contract coverage rate falling, by category and by entity
- Credit notes outstanding, with whom and for how long
- A single-source reference with no alternative on record
- A gap between the budget for a cost line and what was actually invoiced
- An increase driven by mix or volume rather than price
- A missing figure: declared as missing, never estimated
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
Which procurement KPIs can Zylio track?
Those that can be calculated from the documents: compliance with negotiated prices, contract coverage rate, proven savings, pending credit notes, quantity and receipt gaps, invoices without an order, approval times, adherence to payment terms. An indicator that would require data absent from the documents is declared as such, not estimated.
How often are the indicators updated?
With every document received and read. An invoice arriving in the morning is linked to its order and its contract, and the indicators it affects are recalculated straight away. There is no monthly close for reporting: the review is done on current figures.
Can the KPIs be exported to our reporting tool?
Yes. The indicators and the lines that make them up flow out to your data warehouse or BI tool in a stable model, with supplier, item, contract and period keys. The link to the original document is preserved.
Who defines the alert thresholds?
You do. Thresholds are set per indicator, per scope and per role: a price drift tolerated on one category is not on another. When a threshold is crossed, the alert arrives with the lines that explain it; the decision to act remains your team’s.
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
Going further
- Insight: procurement intelligenceProcurement analysis on demand, every figure verifiable.
- Procurement analytics dashboardsAnalysis of spend, prices and gaps, on the same data.
- Prove procurement savingsSavings documented down to the invoice line.
- The 3-week diagnosticYour indicators calculated on your own documents, with the gaps as proof.
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