Xelix - What is it?

Xelix is an enterprise SaaS company based in London, offering an AI-powered Accounts Payable (AP) Control Centre designed to enhance financial control processes for large organizations. Their platform integrates seamlessly with existing finance systems to automate and optimize key AP functions, aiming to reduce errors, prevent fraud, and improve efficiency.(FINTOP Capital, Fintastico)

Core Features of Xelix

Transactions Module: Provides real-time monitoring to detect and prevent duplicate payments, invoice errors, and fraudulent activities before funds are disbursed.
Statements Module: Automates the reconciliation of supplier statements, helping to identify missing invoices and apply unused credit notes, thereby maintaining strong vendor relationships.
Vendors Module: Manages and cleanses master vendor data by identifying inactive, duplicate, or suspicious vendors, ensuring a consolidated and secure vendor base.
Helpdesk Module: Utilizes AI to manage vendor queries efficiently, generating intelligent responses and maintaining a compliant audit trail of reconciliation activity.
Reports Module: Offers customizable reporting dashboards and analytics for procure-to-pay processes, enabling teams to build AP reports and gain meaningful insights.

Implementation and Security

Xelix is designed for quick implementation, often going live within four to six weeks. It requires minimal IT resources, with a simple setup process involving the transfer of invoice data from existing ERP systems to Xelix's cloud-based environment. The platform is compatible with various ERP, P2P, and email systems, including SAP S/4HANA, Oracle, Workday, and Microsoft Dynamics. Security is a priority, with Xelix being ISO27001 and SOC2 certified, ensuring data protection and compliance with GDPR regulations.

Customer Impact

Xelix's clients, which include companies like Kraft Heinz, GSK, and Virgin Media, have reported significant cost savings and efficiency gains. For instance, one customer identified $1.7 million in historical duplicate payments shortly after implementation, recovering a substantial portion of that amount. The platform's proactive approach to AP processes has led to improved financial controls and reduced reliance on traditional recovery audits.

Which Processes in AP are Automated?

In Accounts Payable (AP), automation targets the most time-consuming, error-prone, and repetitive tasks to boost efficiency, reduce fraud, and improve accuracy. Solutions like Xelix focus on enhancing control and oversight, but AP automation in general includes a range of processes, such as:

✅ 1. Invoice Data Capture

Automated With: OCR (Optical Character Recognition), AI/ML
How: Reads and extracts invoice data (vendor name, PO number, line items) from PDFs, emails, or scanned images.
Benefit: Eliminates manual data entry and reduces human error.

✅ 2. Invoice Matching

Automated With: 2-way/3-way match algorithms
How: Compares invoice data to purchase orders and goods receipt notes.
Benefit: Flags mismatches automatically, speeding up approvals.

✅ 3. Duplicate Payment Detection

Automated With: AI pattern recognition
How: Identifies invoices submitted more than once (same amount, date, vendor, etc.).
Benefit: Prevents financial leakage from duplicate or fraudulent payments.

✅ 4. Vendor Management & Risk Detection

Automated With: Data cleansing and enrichment tools
How: Identifies duplicate, dormant, or high-risk vendors; ensures vendor data is clean and compliant.
Benefit: Minimizes risk of fraud and maintains an optimized supplier database.

✅ 5. Statement Reconciliation

Automated With: Machine learning reconciliation tools (like Xelix's Statements module)
How: Compares vendor statements to your AP ledger, highlighting missing invoices or unapplied credit notes.
Benefit: Ensures AP accuracy and improves vendor trust.

✅ 6. Fraud & Anomaly Detection

Automated With: AI-driven behavioral analysis
How: Detects unusual payment patterns, changes in bank details, or suspicious approval behavior.
Benefit: Adds an intelligent layer of security.

✅ 7. Approval Workflows

Automated With: Rule-based routing engines
How: Routes invoices to the appropriate approver based on value, department, or project.
Benefit: Reduces approval delays and ensures compliance.

✅ 8. Payment Scheduling

Automated With: ERP integration
How: Automatically schedules payments based on due dates and available cash flow.
Benefit: Helps take advantage of early payment discounts and avoids late fees.

✅ 9. Vendor Communication

Automated With: Helpdesk modules or email bots (as in Xelix's Helpdesk)
How: Automatically responds to vendor queries (e.g., invoice status) and keeps an audit trail.
Benefit: Reduces AP workload and improves vendor experience.

✅ 10. Reporting & Analytics

Automated With: Dashboards and report builders
How: Generates reports on payment trends, supplier risks, bottlenecks, etc.
Benefit: Enables strategic decision-making and audit-readiness.

As you can see there are many parts of the daily AP process that can be successfully automated to save not only time, but also allow for far greater visibility of what is happening within the business and which areas may need to be focused upon to encourage improvement or streamlining or for the chasing of invoices or payment or the further reporting upon certain areas to ensure that they are being exploited to the maximum for every revenue stream to be realised and the business to remain as healthy as it can.

Xelix automates several key areas of the Accounts Payable process, with a strong focus on control, fraud prevention, and reconciliation rather than full invoice lifecycle automation. Here's how the processes from the diagram map to what Xelix specifically handles:

✅ 1. Duplicate Payment Detection

✔ YES – Xelix automates this

Uses AI to scan for duplicate payments in real time or historically.
Flags anomalies even when invoice numbers or dates differ (e.g., same amount to same vendor).
Frequently cited by users as a quick ROI source.

✅ 2. Statement Reconciliation

✔ YES – Fully automated by Xelix’s Statements Module

Matches supplier statements against internal ledgers.
Identifies missing invoices, unapplied credits, and unmatched transactions.
Saves hours of manual work, especially across large vendor bases.

✅ 3. Vendor Management & Risk Detection

✔ YES – Xelix automates vendor data cleansing and analysis

Flags duplicate or suspicious vendors.
Identifies inactive vendors and helps maintain a clean vendor master.
Helps enforce vendor policies and mitigate fraud risk.

✅ 4. Fraud & Anomaly Detection

✔ YES – Central to Xelix’s value

Uses machine learning to analyze patterns and detect outliers.
Uncovers subtle fraud risks like manipulation of bank details or routing behavior.
Monitors across data sets for unusual activity.

✅ 5. Vendor Communication (Helpdesk Automation)

✔ YES – via the Xelix Helpdesk Module

Automates supplier query responses.
Tracks and logs all communications for auditing and compliance.
Supports faster resolution of invoice/payment issues.

⚠️ Partial or Not Included in Xelix Core Platform

Process	Status in Xelix
Invoice Data Capture	❌ No – Xelix doesn’t scan paper/email invoices. It relies on existing ERP data.
Invoice Matching	⚠️ Partial – Not a full 2/3-way matcher, but flags mismatches post-capture.
Approval Workflows	❌ No – Does not manage routing or user approval trees.
Payment Scheduling	❌ No – Scheduling remains in ERP or treasury system.
Reporting & Analytics (Not shown but vital)	✔ YES – Xelix offers powerful dashboards and exportable reports for AP control.

Summary:

Xelix excels in detecting problems, managing risk, and reconciling data across your existing AP infrastructure. It doesn't replace your ERP or P2P system – it enhances them by acting as a forensic, AI-driven control layer.

Xelix vs Tipalti

Here is a side-by-side comparison of Xelix vs Tipalti, focusing on the scope of AP automation, control, and vendor management. These two platforms serve very different roles in the AP ecosystem—one is a control centre, the other an end-to-end automation suite.

🧠 High-Level Role

Feature	Xelix	Tipalti
Primary Purpose	AP Control, Risk Detection & Reconciliation	Full AP Automation & Global Payment Processing
Target Customers	Enterprise (large firms, multi-ERP)	Mid-market to large firms with complex payables
Positioning	Audit-first; Preventative layer	Automation-first; Workflow & compliance layer

🔧 Process Automation Scope

Process	Xelix	Tipalti
Invoice Data Capture	❌ No	✅ Yes (OCR + AI)
Invoice Matching (2-way/3-way)	⚠️ Partial (post-facto alerts)	✅ Yes (auto-match engine)
Duplicate Payment Detection	✅ Yes (AI models)	✅ Yes (rules-based)
Statement Reconciliation	✅ Yes (auto-match to supplier statements)	❌ No
Vendor Management & Risk Detection	✅ Yes	✅ Yes
Fraud & Anomaly Detection	✅ Yes (AI-led)	⚠️ Partial (rule-based, audit trail)
Approval Workflows	❌ No	✅ Yes (configurable workflows)
Payment Scheduling	❌ No	✅ Yes (multi-method, multi-currency)
Vendor Communications / Helpdesk	✅ Yes (with AI response generation)	⚠️ Limited (status portal, emails)
Global Tax Compliance (W-8/W-9, VAT)	❌ No	✅ Yes
Multi-Entity / Multi-Currency Payments	❌ No	✅ Yes
ERP Integration	✅ Yes (lightweight, read-only data sync)	✅ Yes (deeper bi-directional integration)
Reporting & Analytics	✅ Strong dashboards	✅ Strong but payment-centric

🔐 Security & Audit

Feature	Xelix	Tipalti
SOC 2, ISO27001 Certified	✅ Yes	✅ Yes
Audit Trail on Vendor Queries	✅ Yes (Helpdesk module)	⚠️ Basic (email-based logs)
Prevention-Focused Controls	✅ Yes (anomaly detection, AI alerts)	⚠️ Some pre-payment validations

🎯 Use Case Summary

Use Case	Xelix	Tipalti
AP Forensics & Duplicate Recovery	✅ Best-in-class	❌ Not designed for this
Global Payables & Tax Compliance	❌ Not applicable	✅ Best-in-class
ERP-Layer AP Audit Companion	✅ Ideal	⚠️ Overlap, but less forensic
Fully Automated Procure-to-Pay Flow	❌ Not built for it	✅ Yes
Fast Setup Without ERP Disruption	✅ Lightweight	⚠️ Requires deeper config

🏁 Conclusion

Xelix is your AI-powered AP guardian angel, best used alongside your ERP system to monitor, detect, and reconcile—especially useful in large or fragmented AP environments prone to error or fraud.
Tipalti is your global AP workhorse, best suited for firms looking to automate everything, from invoice capture to final payment, across multiple countries and currencies.

In other words, these two systems are not in competition, but to be used alongside each other. Xelix is an audit automation and Tipalti is a global payments management system. Both are powerful allies for your existing or forthcoming ERP system.