Procurement repository
Unified procurement repository: all your quotes, invoices and contracts linked and findable
The Zylio procurement repository brings the documents of a supplier expense together (quotes, framework contracts, orders, receipts, invoices, credit notes) and links them: this supplier, this item, this contract, this price. Every piece of information keeps the document, page and line it came from. You find a document, and what ties it to the others.
The problem
Procurement memory scattered across mailboxes
Where is the quote accepted last year for this service? In the mailbox of the buyer who left the company. Where is the signed version of the framework contract, with its pricing amendment? On a legal share, under a file name nobody knows. How much have we paid for this reference with this supplier over two years? In a hundred invoices, split between the ERP and the scanning tool.
Procurement knowledge exists. It is produced with every quote received and every invoice paid. But it is filed by document, not by subject, and it is filed by person, not by company. When the person changes role, the memory leaves with them.
The consequences are concrete: a renegotiation that starts from the list price because the real history cannot be found, a discount promised in an amendment and never claimed, a supplier registered three times under three legal names, each with its own terms.
Content
What the repository brings together
Everything that documents a supplier expense, read line by line and filed by what it concerns: a supplier, an item, a contract, a site.
Quotes and offers
Received by email, uploaded or imported, as PDF, spreadsheet or image. Every offer line is extracted and attached to the supplier and the tender.
Framework contracts and rate cards
The contract, its amendments and its rate card, with the pricing rules: discounts, tiers, revision clauses. What was negotiated becomes readable line by line.
Orders and receipts
Read from the ERP’s exports or API. They connect what was requested and what arrived to the quotes that precede them and the invoices that follow.
Invoices
Every invoiced line, with its price, quantity and reference, attached to its order, its contract and the negotiated price that should have applied.
Credit notes and statements
The promised credit note is linked to the invoice it corrects. A credit note without an original invoice, or an invoice whose promised credit note is missing, becomes visible.
Suppliers and items
One supplier behind its legal names, one item behind its references. The repository is built from the documents, not beside them.
Mechanism
How the repository is built
The repository is not typed in. It is derived from the documents by Graph, the knowledge graph layer, with one simple rule: information without a source does not get in.
- 01
Capture
Documents arrive through a dedicated mailbox, upload, SFTP, API or ERP export. They are read line by line, whatever the format.
- 02
Recognition
Each document is classified (quote, invoice, credit note, contract) and attached to its supplier, even under another legal name or address.
- 03
Linking
The invoice line is linked to its order line, its receipt, the item and the contract clause that sets its price. Every relation is explicit.
- 04
Deduplication
The same supplier under several names, the same item under several codes, the same invoice received twice: matched, with proof of the match.
- 05
Provenance
Every value in the repository points back to the document, page and line it came from. A challenged piece of information opens on its source.
- 06
Querying
The repository can be browsed by supplier, item, contract, site or period, and questioned in plain language. The answer comes with its lines.
How Graph links every price to its contract and its proof.
Organisation
Filed to be found, not merely archived
A repository is judged by what you get out of it. Filing follows procurement logic: by supplier, by site, by category, by contract, by period. A quote is found from an approximate description, an amount, a supplier name or a date; an invoice from an item reference or an order number.
Access rights follow your organisation: a site manager sees their scope, a procurement director sees the group, a management controller sees what they have to check. Every change is historised, every version of a document is kept, and the audit trail says who viewed or approved what.
Results can be exported and shared: a selection of quotes for a committee, the price history of an item for a negotiation, all of a supplier’s invoices for a statutory auditor.
Find a service, a price or a quote from a question.
Outcome
What changes for your teams
Memory stops being individual. A buyer taking over a portfolio finds the real history of what was invoiced, supplier by supplier, with the contracts that applied. A renegotiation starts from facts, this price, this date, this invoice, and not from the list price or a predecessor’s recollection.
Gaps become visible because the documents sit side by side. The price negotiated in the amendment and the price invoiced six months later are in the same repository, linked to the same item line. The repository decides nothing; it makes control possible, and the Compliance and Matching agents rely on it to document every gap.
Search time disappears from the working day. The platform absorbs over 10,000 supplier documents per week; the repository grows without anyone filing. The time handed back to the teams, between 15% and 45% per FTE depending on scope and data maturity, goes to analysis and negotiation.
Your procurement produces knowledge with every invoice. Without a repository, it goes back into a PDF.
Integration and security
Alongside your ERP, never inside it
The repository feeds on your systems without changing them: SAP, Sage, Oracle, Microsoft Dynamics 365, NetSuite, Cegid or Workday, by export or API. Zylio reads orders and receipts; it writes nothing into the ERP and adds no development to it. Your supplier and item master data stay authoritative on your side; Zylio enriches them with what the documents say, and flags what diverges.
Documents are hosted in France, encrypted, with a complete audit trail. No data is used to train a model. The platform is ISO 27001 and SOC 2 Type II certified.
Hosting, encryption, certifications, audit trail.
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 the repository replace the ERP’s supplier master data?
No. The ERP’s supplier master remains the management reference. Zylio reads it, sets it against what the documents say (the same supplier under two legal names, a different IBAN on an invoice) and flags the divergences. It writes nothing into the ERP; the correction remains your decision.
How do documents get into the repository?
Through a dedicated mailbox where you forward or redirect quotes and invoices, by manual upload, SFTP, API or ERP export. Every format is read: native PDF, scan, photo, spreadsheet. No manual filing is needed: the document is recognised and attached automatically, then validated by your teams if any doubt remains.
Can existing history be loaded?
Yes. Quotes, contracts and invoices from past years come in through the same channels, in bulk. This is often the first step: rebuilding the real history of invoiced prices per supplier before a renegotiation, or before a three-week diagnostic on your data.
Who sees what in the repository?
Rights follow your organisation: by entity, by site, by purchasing category, by role. A site manager views their scope, a procurement director the whole group. Every view, approval and change is recorded in the audit trail.
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
- Link contracts, orders and invoices in a single repositoryThe full use case, with the gaps it makes visible.
- Unified supplier master dataOne supplier behind its legal names, addresses and IBANs.
- Intelligent searchFind a service, a price or a document from a question.
- See the repository in a demoOn your own documents, with links and proof on screen.
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