Supply Chain
Cost Control

The Perfect Match for Your Procurement

Don't let price deviations or delivery delays surprise you. XFLOWLY automatically checks every incoming order confirmation against your purchase order, ensuring your ERP data reflects reality.

Multi-Channel Input
100% Data Accuracy
Delivery Date Updates
Price Security
Seamless Integration
Automatic Approval
Order Assignment
PO #4500123 found
PO Number
Reference
Vendor Match
Vendor Miller Ltd verified
Vendor
VAT ID
Position Assignment
10 Items found, 1 Deviation
Item No.
Quantity
Terms Check
Delivery and payment terms correct
Incoterms
Discount
Price Check
Item 10: Price +5% deviation
Unit Price
Total
Cyber SolutionsDigital LeadWKÖGCPMicrosoft

How it works

Your Automated Verification Flow

1.
Advantages

Secure your Supply Chain

100% ROI
Cost Control

Auto-Validation

We compare every cent. Deviations between order and confirmation are detected immediately so you never pay too much.

Smart Tolerances

Define thresholds for petty amounts. Focus on the deviations that truly cost money.

Data Quality

Date Updates

Confirmed delivery dates flow automatically back into your ERP. This keeps your production planning always up to date.

Quantity Check

We ensure that exactly what you ordered is delivered. Over- or under-deliveries differ immediately.

Efficiency

No Manual Entry

Don't waste time typing data from PDFs. Our AI takes over the tedious data entry for you.

Management by Exception

Your team only intervenes when it's really burning. Standard cases run dark - directly into the system.

2.
Integrations

Connect your ERP System

Seamless Integration

Your Data, Always Synced

XFLOWLY reads your open purchase orders in real-time and writes the confirmed data directly back to your ERP. No import/export, no media breaks.

Read PO Data

We fetch exactly the info we need for matching - directly from your leading system.

Update Lines

Confirmed quantities, prices, and new delivery dates are automatically updated at the line item level.

SAP
SAP
Microsoft Business Central
Microsoft Business Central
Odoo
Odoo
Oracle
Oracle
Dein System
3.
Configuration

Configure your Check Rules

Trigger

How the process starts

Email Trigger

Monitoring your confirmation inbox

Upload Trigger

Drag & drop via portal

API/EDI

Direct data exchange

Event Trigger

Start upon ordering in ERP

Companion

Identify document type

Invoice
AI Classification

Automatically distinguishes confirmations from delivery notes or invoices

Extraction

Capture line item details

Invoice No.
Total Amount

Extracts ArticleNo, Quantity, Unit, Unit Price, Total Price, and Delivery Date per line

Validation

Match against PO

1-to-1 Match

We find the matching order and match every position exactly.

Highlights:
  • PO Number
  • Position matching
  • Item match
Smart Tolerances

Define which deviations are acceptable and which must be checked.

Highlights:
  • Price Tolerance
  • Time Tolerance
  • Quantity Tolerance

Flow Logic

Handle deviations

Order Assignment

Your flow searches for the exact order in the ERP using reference numbers. Even with typos or varying formats, our Fuzzy-Search finds the right transaction.

Vendor Match

Does the sender match the order? Your flow checks vendor, VAT ID, and address data to ensure the confirmation comes from the right partner.

Position Assignment

Even if the confirmation summarizes or splits items - your flow maps the lines intelligently to the original order items.

Terms Check

Were the agreed Incoterms and payment terms confirmed? Your flow checks the fine print and warns of deviations.

Price Check

The classic: Is the price higher than ordered? Your flow checks against your tolerance limits and starts an approval run if necessary.

Clarification

Human Decision

Buyer Task

Critical deviations land directly with the responsible buyer for clarification.

Highlights:
  • Push Notification
  • Direct Link
  • Decision Options

System Update

Write back data

SAP
Business Central
Oracle
Sage
Abas
Proalpha
Infor
4.
Ready

Start Saving

From PDF
To Verified
0% Done
Automate Now

Ready to optimize your procurement process?

Schedule a personal demo and see how XFLOWLY handles your specific ordering scenarios.

FAQ

Common questions about XFLOWLY

Yes, XFLOWLY can map multiple delivery dates or quantities to single line items. If a vendor confirms a split delivery, the system can split the line item in your ERP or update the schedule lines accordingly.
The system detects additional line items that were not in the original purchase order. You can configure rules to automatically accept surcharges under a certain amount, or flag them for buyer approval.
Yes. If the price deviation is within your defined tolerance (e.g., <1% or <€5), XFLOWLY can update the purchase order price automatically. Significant deviations will always trigger an approval workflow.
XFLOWLY includes intelligent unit conversion. If you ordered in 'Pieces' but the vendor confirms in 'Boxes', the system calculates the conversion based on your master data to ensure the quantities match.
If a vendor confirms a different article number (e.g., a successor product), XFLOWLY checks your ERP for linked alternative items. If no link exists, it flags the mismatch for human review.
Absolutely. Many clients configure the system to 'touchless' mode for confirmations where Price, Quantity, and Date match the PO perfectly. These are filed automatically without any human interaction.
Yes, our AI model is trained on millions of documents and can handle complex tables, nested positions, and multi-page layouts from any supplier without requiring templates.
Processing typically takes less than a minute per document. The system runs 24/7, meaning confirmations received overnight are ready and updated in your ERP by the time your team starts work.
Start Today

Secure your procurement process

Book a demo to see how XFLOWLY can protect your margins and supply chain.