ERP stays at the core. Xeelo handles the processes around it.
Processes surrounding accounting transactions often require complex workflows, custom forms, exception handling and integrations to other key systems. Building all of this directly in the ERP increases custom coding and makes the system harder to support and maintain.
User-facing workflows, approvals, data collection, supplier interaction, document handling and frequently changing business processes become unnecessarily complex and expensive when implemented inside the ERP. Xeelo provides a flexible process and interaction layer around it: the ERP keeps doing what it does best and remains the transactional system of record, while Xeelo handles the rest.
Why add Xeelo around your ERP?
Order-to-Cash: rarely just about creating an invoice
Before an order is ready for the ERP, users may need to configure products and services, calculate prices, collect customer information, apply business rules, obtain approvals, generate a quotation, prepare a contract or arrange an electronic signature. These processes are highly specific — and they keep changing. Implementing every variation, exception and change in the ERP makes the solution complex, expensive and difficult to maintain.
Xeelo orchestrates the entire commercial process before a validated transaction reaches the ERP:
A Scania employee enters the VIN, verifies the customer and defines the key service parameters. Xeelo calculates and validates dozens of underlying parameters and customer telemetry, so every offer is unique, personalised and within set guidelines. A fully standardised service contract is generated automatically and signed electronically — eliminating individual legal reviews and significantly speeding up the sale. Once signed, Xeelo activates the agreement across connected platforms and all European Scania service centres.
Mountfield runs the entire sales process for swimming pools, installation and related equipment in Xeelo. Once the basic size is entered, Xeelo calculates the required materials, checks stock availability and plans delivery and installation crews for the requested date. It then generates a detailed customer contract and advance invoice that are signed and paid before the customer leaves the meeting — project management, field service, parts planning, contracts and invoicing in one friendly process that would be hard to fit into a traditional ERP.
Procure-to-Pay: it never starts inside your ERP
A procurement process starts with a purchase request in Xeelo. Xeelo guides the user through the process, collects the required information and documents, applies business rules and manages approvals. Only when the request is complete and approved is the relevant transaction transferred to the ERP as a future payment.
Xeelo then handles purchase order creation, budget control checks, goods and service receipt, invoice receipt, OCR and matching — with the accounting entry sent to the ERP. If you want, the ERP can also be updated with additional data at any earlier stage, which helps with cash-flow planning along the purchase journey.
SIKO, a leading supplier of kitchens and bathrooms, chose Xeelo for procurement because its requirements were so complex that implementing them directly in SAP would either not have been feasible or would have cost an unacceptable amount of money and effort. SAP still manages purchase orders for goods for resale; indirect procurement runs in Xeelo, where users create purchase requests in a far more intuitive environment that captures everything needed upfront — for approval and for the later processing and accounting of supplier invoices. Incoming invoices are extracted with AI and matched against the purchase order; matching data goes to SAP, the rest goes back for validation. Xeelo was implemented within a few months, at a fraction of the cost of building the same processes in SAP.
Eurowag, one of the leading innovators in services for road transport companies, also operates its own network of fuel stations. With Xeelo it digitalised and extensively automated the critical fuel procurement process for those stations. Instead of working across several systems, users now have everything in one place — from historical sales and consumption trends to current supplier prices and real-time fuel levels in individual tanks. Final purchase orders are transferred to SAP and simultaneously sent to suppliers in their required format: as PDF documents, or directly into supplier portals as XML, JSON or TXT files.