Native Zylio integration for Sage: your supplier invoices checked against your agreements, with no add-on

Context

Sage in real companies: several installations, several versions

Sage is rarely a single system. One entity runs Sage X3, an acquired subsidiary runs Sage 100, a third kept Sage 1000; charts of accounts differ, supplier master data too, and accounting exports do not share a format from one installation to the next. Supplier invoice control then happens entity by entity, by hand, on a sample, and nobody sees that the same supplier invoices three different prices for the same reference.

This heterogeneity is exactly what Zylio absorbs. It does not require your Sage installations to be aligned, nor a connector to be deployed in each of them. It reads what each Sage can produce, reconciles suppliers and items across entities in its own repository, and checks the whole against the agreements that apply: group contract, local terms, amendments. Sage remains the accounting source of truth; Zylio is the control layer placed alongside it.

Connection mode

How Sage data reaches Zylio

The most common channel is the export: every Sage can produce, at a set frequency, an accounting or purchasing export (flat file, spreadsheet, Sage exchange format). It is dropped on an SFTP server or a shared folder, and Zylio reads it. No network opening, no new right in Sage, no change for the accounting team that already produces these exports for the external accountant or the group.

When your version exposes one, a read-only API is added; this is the case on Sage X3 and on recent versions of Sage 100. It allows more frequent reading of orders, invoices and third parties, with a technical account limited to read access. Both routes feed the same analysis and leave the same trace: every value stays linked to the export or the query it came from, with its date.

Documents that do not live in Sage (contracts, amendments, price schedules, invoices received outside the circuit) arrive through a dedicated mailbox, a file drop or a scan. That is often where the negotiated price sits: Sage knows the ordered price, not always the promised one. The Capture agent reads these documents line by line, including schedules of several thousand lines, and links them to the Sage supplier and entity concerned.

Mechanism

What is checked against what, and the evidence returned

A supplier invoice entered in Sage carries a price, a quantity, an account assignment. Zylio places three things next to it: the order, if there is one; the contract or price schedule that applies to this supplier, on this date, for this reference; and the history of what this supplier invoiced to the other entities of the group. It compares line by line, applies your tolerances, and qualifies every discrepancy: price above the negotiated rate, volume discount not applied, revision outside its due date, off-contract service, duplicate, credit note promised and never applied.

The evidence always takes the same form: the contract clause and the invoice line, highlighted side by side, linked to the page and line they come from. No discrepancy is dropped silently: whatever matches no rule is raised, with its reason. And the same case produces the same decision, today as in six months, because the rules are applied deterministically.

For your teams

What changes for accounts payable and procurement

Accounts payable checks every invoice in scope, not only the ones a controller has time to open. Compliant invoices go through on their own; the others arrive qualified, with the discrepancy already quantified and the document attached. The time given back is not spent re-keying: it goes to the cases that need a decision, and to the close, which stops waiting on disputes nobody has investigated.

For procurement, the group finally becomes readable: the same supplier, the same reference, three entities, three prices, and the contract that says which one is right. A renegotiation starts from what was invoiced, not from the theoretical rate. Between 1 and 7% of margin recovered on the scope analysed: that is the order of magnitude observed, and the diagnostic measures it on your own Sage exports before any commitment.

We do not touch the ERP. We commit to nothing without approval. We contact no supplier.