Procure-To-Pay
Vendors keep emailing the same inbox. Kos reads every bill, runs the checks an AP accountant would, drafts the clean ones in your ERP, and asks one precise question about the rest on the invoice’s own thread.
Procure-to-pay: Calder Power emails a milestone invoice to the AP inbox. Kos enters it as a bill in your ERP, matches it to PO-4512 and the signed factory test report, codes it, flags $4,860 of freight that isn’t on the PO, and saves the bill at $486,000, pending your approval.
The Problem
A new site opens. Then a subsidiary. Inbound bills go from single digits to triple digits a day, on an ERP that’s less than a year old.
A new site opens, then a subsidiary, and every bill still lands in the same inbox.
Felt most by the AP manager
Partial receipts and freight split over lines break the match, and each one is worked by hand.
Felt most by the controller
You either hire ahead of the curve, or bill three hundred gets less attention than bill nine.
Felt most by the CFO
How It Works
Nothing changes for your vendors or your team. Each bill is checked, coded and drafted in your ERP, with the evidence attached.
Nothing changes for them. Bills arrive where they always have, and Kos picks up each one.
Vendor, PO and remaining balance, receipts, duplicates, entity, GL coding and sales tax. Each situation it finds has a defined action.
Job, cost code and GL, as on the vendor’s last bills. What doesn’t reconcile gets one question on the invoice’s own thread, with the evidence.
Your team approves and pays in the system you already use. Nothing posts until someone approves it.
What It Catches
Each hold comes back with the reason and the evidence. Approval and payment stay with your team.
The same bill sent twice, or re-sent under a new number. Refused, with the original linked.
Duplicates
Over the remaining balance, priced above the PO, or charged to a closed PO. Held, with the reason.
PO balance
Multi-subsidiary bills coded to the entity that owns the PO.
Entity
Held where the PO requires a three-way match and nothing has been received.
Receipt
Tax charged where it shouldn’t be, or missing where it should.
Sales tax
A milestone billed before acceptance, or a deposit invoiced twice.
Milestones
Beyond The Bill
Kos works the purchase order before the bill arrives, and the equipment billed a year ahead.
Purchase Orders
Kos drafts, routes and closes out POs in your ERP. It asks the requester the clarifying question over Slack, Teams or email, then matches the bill when it arrives.
Long-Lead Equipment
Switchgear, transformers, generators, turbines and production machines are bought a year or more ahead and billed in milestones. Kos matches each milestone invoice to the PO terms and the payments already made, checks the storage and insurance backup for anything billed before delivery, and holds a bill when a prepayment already covered it.
Who Does What
Nothing moves out of the system you already run.
No migration. Kos has its own login in your ERP and the systems around it.
A human approves before anything posts.
Built For Your Industry
Procure-to-pay in the words of each industry Kos works in.
OFCI milestone invoices matched to PO terms and prior payments, plus vendor bills across sites.
Bills entered, three-way-match exceptions worked, and coding checked against vendor history.
Every deposit, milestone and final payment on a machine, tracked against the quote, PO and acceptance.
No. Same inbox, same vendors.
No. It drafts the bill in your ERP. Approval and payment stay with your team.
Kos runs alongside your team and asks more questions. Each answer becomes a rule, and the questions fall every month.
Your ERP, whether that’s NetSuite or another system, plus the systems around it: Excel, SharePoint, Google Drive and email.
Yes. Kos codes each bill to the entity that owns the PO.
Kos works inside your systems under its own identity, with only the access you grant, and every action is logged.
No new software to learn. Forward Kos a bill and watch it run every check.
