Operate · Source to Pay

Hire a digital coworker for every point where money leaves the business

Money leaves on a small number of routes, and every route has a point where it can go twice, go early, or go to an account somebody changed last week. Those points are where the digital coworkers stand, inside the systems you already run.

Meet the workforce See how it works

The money moves faster than the people checking it

Every control on this chain is real, written down, and applied by whoever is at their desk when the clock runs out. The ledger does not wait for the person who would have known what to look for.

4×

Best-in-class invoice processing cost is USD 2.78 per invoice against USD 10.89 for the average organisation

Ardent Partners, 2025

1.5%

Median rate of duplicate or erroneous disbursements

APQC benchmarking

21.9%

Share of payables staff time spent managing suppliers

Ardent Partners, 2025

USD 3.05bn

Reported business email compromise losses in 2025

FBI IC3, 2025

Where the pressure shows up

Manual checks

Transactions are opened, compared and reconciled one at a time, so the population is always larger than the day.

Who feels itHead of Accounts Payable · cost per invoice

Paying twice

A near-duplicate hides in history under a different date format, entity or intake route, and clears every check taken on its own.

Who feels itFinancial Controller · duplicate disbursement rate

The payee record

Onboarding, bank-detail changes and duplicate vendor records all carry control weight, and all queue behind each other.

Who feels itMaster-data owner · payee changes verified independently

Exceptions

Straight-through processing stops at the exception, and the exception goes to a person who was doing something else.

Who feels itAccounts-payable manager · straight-through rate

The payables inbox

Status questions, statement reconciliations and remittance chasing consume capacity the record could answer from itself.

Who feels itAccounts-payable manager · staff time on supplier queries

Employee spend

Claims arrive needing policy applied line by line, coding to the right account, and an approval before anyone is reimbursed.

Who feels itFinance leader · claim cycle time

Supplier spend and employee spend leave by separate routes under one framework

Supplier spend and employee spend leave by separate routes and answer to one governance framework. It has to make every dollar out legitimate, correct, deliberate and on time, holding leakage from duplicates, fraud, policy breaches and mispayment near zero without slowing the business that spends it.

The canonical sequence

Door one · supplier spend

  1. 01

    Source

    Define and tender

    MARCELO

  2. 02

    Contract

    Award and agree

    VALERIA

  3. 03

    Requisition & PO

    Commit

    Held by your team

  4. 04

    Receive

    Confirm delivery

    Held by your team

  5. 05

    Invoice & Match

    Validate

    DIANA

  6. 06

    Pay

    Disburse safely

    PETRA

Door two · employee spend

Claims take a shorter route and meet the same payment run. ERICA holds every step of it.

  1. E1

    Expense submission

    Claim and receipt

    ERICA

  2. E2

    Policy check

    Line by line

    ERICA

  3. E3

    Reimbursement

    Paid with the run

    ERICA

Every stage

Supplier enquiry

Status, statements and remittance questions answered from the record, so neither door queues behind a question

SAMIR

Who owns this chain today

Enterprise owners
  • Chief Procurement Officerthe sourcing half
  • Chief Financial Officerpayables and employee spend
Human roles
  • Category buyers
  • Vendor-master officers
  • Accounts-payable managers and clerks
  • Payments officers
  • Expense administrators
Upstream inputs
  • Business demand
  • Category strategy
  • Budgets and contracts
  • Approved suppliers
  • Inventory requirements
  • Employee activity
Downstream consumers
  • Treasury
  • General ledger
  • Cash forecasting
  • Management reporting
  • Tax and audit
  • Supplier relationship management

A digital coworker takes a position on the chart and answers for it

Read down any position on a chart and it tells you who is accountable for it, what its holder may do without asking, and who picks up the call that is not theirs to make. A digital coworker is written up the same way, and the answers do not change because the holder is not a person.

Employee ID PXN‑S2P‑004

DIANA

Duplicate Invoice Analysis and Notification Agent

Position
Invoice Integrity
Value chain
Source to Pay
Role
Stops duplicate invoices before payment, and keeps every decision visible to the payables team, who decide.
Authorised · Logged · Reversible

Payables · Invoice exceptions

2 participants

Escalation raised

DIANA Invoice Integrity

Invoice INV‑48219 from ACME Industrial is a 96% match against INV‑48174. Different invoice number, different entity, and it came in by email rather than the portal. Each check taken on its own passes. I have held the payment and altered nothing.
Supplier
ACME Industrial
Amount
USD 48,200
Order
PO‑33170
Period
March 2026

DIANA

I propose to reject INV‑48219 as a duplicate under reason code DUP‑02, queue the supplier notice for payables and annotate the supplier record. It needs one confirmation that INV‑48174 has been paid. Shall I proceed?

Payables Lead Finance operations

Confirmed against the March statement. INV‑48174 was paid on 12 March. Proceed.

Seen by DIANA

DIANA Invoice Integrity

Rejected INV‑48219 with reason code DUP‑02. Supplier notice queued for payables and the supplier record annotated.

Exception closed by the Payables Lead. 09:45 · Potential duplicate value prevented USD 48,200

Every position on this chain has a named holder and a written boundary

The chain was written up as a chart before any of the six were built for it, which is why none of them can finish another’s work. That separation is the thing a controls signatory is actually buying, and it holds whether the holder is on leave or not.

Source

  1. Source
  2. Contract
  3. Requisition & PO
  4. Receive
  5. Invoice & Match
  6. Pay

Sourcing and Tendering

MARCELO

Market Analysis, RFQ, Comparison, Evaluation and Lot Officer

Source to Pay · PXN-S2P-001

Owns
Runs a comparable, documented tender from requirement to award case.
Boundary
Prepares the award case. The category owner awards.
Measured on
  • Addressable spend competitively sourced
  • Requisition-to-award cycle time
  • Savings realised against savings negotiated
Skills
Builds the RFQShortlists qualified suppliersNormalises bids to one basisCompares price to historyEvaluates lots and combinationsDrafts the award case
Authorised · Logged · Reversible

Work chart

  1. AccountableChief Procurement Officer
  2. Owns the workCategory management lead
  3. Position held byMARCELO
  4. Escalates toCategory manager · Vendor-master owner · Procurement governance

TodayTenders take long enough that buying happens off-contract instead.

With MARCELO in the roleMore addressable spend moves through competitive sourcing and negotiated savings reach the business.

Qualify

  1. Source
  2. Contract
  3. Requisition & PO
  4. Receive
  5. Invoice & Match
  6. Pay

Supplier Qualification and Master Data

VALERIA

Vendor Authentication, Legitimacy, Enrolment, Records and Integrity Advisor

Source to Pay · PXN-S2P-002

Owns
Establishes who the enterprise may buy from and who it may pay.
Boundary
Creates and verifies the record. Cannot pay against it.
Measured on
  • Payee changes independently verified and dual-approved
  • Clean-case supplier setup time
  • Duplicate and dormant records resolved
Skills
Verifies payee changes independentlySets risk-tiered onboardingDetects duplicate vendor recordsTracks certificate expiryScreens sanctions and watch listsValidates tax identifiers
Authorised · Logged · Reversible

Work chart

  1. AccountableChief Financial Officer
  2. Owns the workMaster-data owner
  3. Position held byVALERIA
  4. Escalates toCompliance · Tax · Procurement risk

TodayBank-detail changes get verified by whoever is available.

With VALERIA in the roleLower supplier and payment risk.

Invoice

  1. Source
  2. Contract
  3. Requisition & PO
  4. Receive
  5. Invoice & Match
  6. Pay

Invoice Integrity

DIANA

Duplicate Invoice Analysis and Notification Agent

Source to Pay · PXN-S2P-004

Owns
Checks in-scope invoices for exact and near duplication before payment.
Boundary
Flags and ranks. Cannot clear an exception and release the same payment.
Measured on
  • Duplicate detection accuracy
  • Duplicate value prevented before payment
  • Payables review time saved
Skills
Detects near-duplicate invoicesMatches across entities and channelsPresents evidence for every flagRanks the exception queueHolds duplicates before paymentLearns from validated decisions
Authorised · Logged · Reversible

Work chart

  1. AccountableFinancial Controller
  2. Owns the workAccounts payable manager
  3. Position held byDIANA
  4. Escalates toControls and investigations · Payment approver · Internal audit

TodayChecking is done on a sample, so duplicates surface after payment.

With DIANA in the roleLess payment leakage and less manual payables review.

Pay

  1. Source
  2. Contract
  3. Requisition & PO
  4. Receive
  5. Invoice & Match
  6. Pay

Payment Execution

PETRA

Payment Execution, Transfer and Release Agent

Source to Pay · PXN-S2P-005

Owns
Prepares every authorised disbursement for a deliberate human release.
Boundary
Prepares the run for release. Cannot release it or amend a payee.
Measured on
  • Payment lines screened before release
  • Anomalies intercepted pre-release
  • Clean payment proposals released on schedule
Skills
Reconciles proposal to sourceScreens every payment lineVerifies payee detailsFinds early-settlement discountsComposes the cash requirementRoutes bank rejections
Authorised · Logged · Reversible

Work chart

  1. AccountableChief Financial Officer
  2. Owns the workFinancial Controller
  3. Position held byPETRA
  4. Escalates toMaster-data control · Compliance · Treasury

TodayThe payment run is released on trust, screened only by eye.

With PETRA in the roleSafer and more reliable disbursement.

Employee spend

  1. Expense submission
  2. Policy check
  3. Reimbursement

Travel and Expense Compliance

ERICA

Expense Reimbursement Intelligent Compliance Agent

Source to Pay · PXN-S2P-011

Owns
Turns a receipt into a coded, policy-checked, approval-ready claim.
Boundary
Checks and codes the claim. The approver reimburses.
Measured on
  • Policy coverage before reimbursement
  • Claim autofill and coding accuracy
  • First-pass approval rate
Skills
Extracts receipt dataLinks receipt to transactionCodes type, GL and taxChecks every line against policyExplains exceptions, citing the ruleRoutes clean claims to payment
Authorised · Logged · Reversible

Work chart

  1. AccountableFinance leader
  2. Owns the workTravel and expense owner
  3. Position held byERICA
  4. Escalates toFinance operations · Tax · Policy owner

TodayApprovers check policy line by line, and employees rekey receipts.

With ERICA in the roleFaster compliant employee spend processing.

Supplier service

  1. Source
  2. Contract
  3. Requisition & PO
  4. Receive
  5. Invoice & Match
  6. Pay

Supplier Enquiry

SAMIR

Supplier Account, Message and Invoice Responder

Source to Pay · PXN-S2P-012

Owns
Answers invoice and payment questions from the system of record.
Boundary
Answers from the record. Routes disputes rather than settling them.
Measured on
  • Enquiry containment without payables handling
  • First-response time
  • Repeat-contact rate
Skills
Resolves supplier identity and intentReconstructs an evidenced timelineReplies in approved languageFinds the exception ownerReconciles supplier statementsRecords reason codes and patterns
Authorised · Logged · Reversible

Work chart

  1. AccountableChief Financial Officer
  2. Owns the workAccounts payable owner
  3. Position held bySAMIR
  4. Escalates toPayables manager · Master-data control · Security and fraud

TodayRoutine questions absorb the capacity meant for exceptions.

With SAMIR in the roleLess routine supplier-service workload for payables.

Hiring into this chain puts a holder on every gate the money passes through

Six digital coworkers hold posts across this chain, from the tender that sets the price to the payment run that releases the cash, and each is measured on one number. How much it moves for you is sized from your own data in the first session.

Six holders on one rail Six glass slabs, one per Source to Pay stage, hang from a lit spine. MARCELO, VALERIA, DIANA and PETRA hold four; two stay with your team. 01 Source M 02 Contract V 03 Req. & PO 04 Receive 05 Inv. & Match D 06 Pay P

  • Population coverage, not a sample

    Every invoice, claim and payment line is screened, not a sample of them.

    KPIDecreaseDuplicate disbursement rate

  • Cash held before it leaves

    A payment the run cannot substantiate waits for a person, and the decision is logged.

    KPIIncreaseDuplicate value stopped before payment

  • Capacity returned to judgement

    Supplier enquiries are answered from the record, with the document trail attached.

    KPIDecreasePayables time on supplier questions

  • Savings that survive to realisation

    Buying through the contract becomes the faster path, so negotiated savings are not erased around it.

    KPIIncreaseNegotiated savings realised

  • Payee changes verified independently

    No payment instruction changes on the strength of the request alone, and the check is recorded.

    KPIDecreaseFraudulent payee changes

  • Evidence produced as the work happens

    The record the control test needs is written as the work is done, so sample and population become one.

    KPIIncreaseAudit evidence ready at close

The chart says who decides, and it is never the digital coworker

A digital coworker works inside the systems, data, policies and authorisations you already have. It is given the access a person in the same position would be given, and no more. Your auditors test it in the environment they already know.

What the role works inside

  • Enterprise applications

    ERP, procurement, finance, workflow and operational systems.

  • Master data

    Supplier, employee, purchasing, invoice and payment records.

  • Policies and controls

    Business rules, thresholds, approval policies and compliance requirements.

  • Authorisations

    Defined permissions for every action performed by the role.

  • Governance

    Security, privacy, service levels, change governance and escalation.

The governance perimeter Three rings around the position: acts alone inside, recommends in the middle, escalates at the edge. Nothing runs outside the outer ring. ESCALATES RECOMMENDS ACTS ALONE THE POSITION

The control model

  1. Acts alone

    Defined actions, inside the authority you set.

  2. Recommends

    Prepares the case and hands the decision up.

  3. Escalates

    Anything outside the authority the role holds.

Start with a number. Prove the result. Build from there

Both sides put a signature on the same page before anything is built, and the ProxyN lead who signs is accountable for it in the way your sponsor is. Nothing in it gets agreed after the result is known.

What gets signed

The Outcome Commitment

Five lines both sides sign before anything is built. Every one is a fact about your operation, not a forecast about ours.

  • KPIWhat needs to move.
  • BaselineWhere performance starts, using operational data.
  • TargetThe agreed level of movement.
  • TimelineWhen the outcome will be assessed.
  • Acceptance testHow achievement will be determined.

What happens after signing

The adoption loop

The order the work runs in, one role at a time. The seventh step is the first step of the next loop.

  1. Set the baseline
  2. Hire the role
  3. Put the role to work
  4. Measure the KPI
  5. Prove the outcome
  6. Address the next bottleneck
  7. Add the next roleBack to the baseline for the next role

What we need from you

  • Twelve months of history from the system of record, read only

  • The written policy and the approval thresholds the role will work inside

  • The accountable person for the number, in the room for the first session

Get started

Stop Buying Platforms.
Start Hiring Outcomes.

Bring one workflow and the person accountable for it. In the first session we map the process, establish the baseline logic and tell you whether there is a number worth signing. If there is not, we will say so.

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