From invoice to ledger
A full accounts-payable backbone on your own instance: on-box extraction turns a PDF, Word document, or photo into structured data, low-confidence reads are held for a human, invoices match against their PO, run through tiered approvals with segregation of duties, code to the general ledger, and close the month as balanced double-entry journals you can export as QuickBooks- or Xero-format files. The flow ends at a Paid status your team marks — Zonitix records the ledger, it never moves money.
Know what it costs
to equip each hire.
Every role needs different things — a laptop, and its own set of SaaS seats. Zonitix adds it up so you know the real cost of onboarding someone before you spend it, and reclaims every license the day they leave.
- Transparency
- Granular
- Analytics
- Predictive
- Growth
- Optimized
Read every invoice
the moment it lands.
Drop in a PDF, a photo, or a Word document and Zonitix extracts the vendor, amount, and date automatically — then routes it into approvals. The same text extraction also reads résumés for hiring, and no file is sent to an outside AI service.
- Extract
- OCR + AI
- Identify
- Auto Fields
- Route
- Into AP Flow
No invoice pays itself,
and no one pays alone.
Every invoice runs a gauntlet before a dollar is recorded, and every step lands on an append-only, tamper-evident finance trail.
- On-box extraction reads it and holds a low-confidence result for a human to confirm.
- It’s matched 2- or 3-way against its PO, where a variance beyond tolerance blocks approval until it’s resolved.
- A repeat vendor invoice number is refused at submit, so the same bill can’t be paid twice.
- Only then does it walk Draft → Submitted → Approved → Paid with segregation of duties: the approver can’t be whoever raised or submitted it, the payer can’t be anyone who uploaded, submitted or approved it, and for material spend those rules stay on even if the segregation-of-duties switch is turned off.
- How many approvers an invoice needs is a set of configurable amount bands — each tier can demand several distinct approvers, and the same person can’t stand in for two of them.
- An approval that breaches budget is blocked pending an explicit, audited override with a written reason; a frozen budget can’t be overridden at all.
Included from the Advanced plan up.
- Approvals
- SoD enforced
- Budgets
- Block, not colour
- Every step
- Tamper-evident
Approvals
Draft → Submitted → Approved → Paid
Product demo · sample dataFinance
Overview
Financial health & spend analysis
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Awaiting reviewFaded bars = run-rate forecast
See your spend
before it surprises you.
Beyond parsing invoices, Zonitix turns them into a ledger you can read — vendor spend trends, monthly burn rate, and cost-center chargeback — all on your own instance.
- Invoices in any currency roll up together: each stores its native amount, and an admin-set FX rate table on your own instance normalizes every line to one base currency so spend aggregates correctly — there’s no external FX feed, and a rate change never re-prices spend that’s already been approved.
- A local finance copilot answers plain-English questions from exact SQL first, so it never invents a dollar figure; a local on-box model only fills in the wording.
- It flags likely duplicate payments and vendor price hikes of 15% or more.
- Budgets are an enforceable control, not just a chart: an approval that would push a cost center over budget is blocked until someone records an explicit, audited override with a written reason. Budgets have their own submit-and-approve cycle, and a spend request can hold budget before the purchase is made.
- It also shows SaaS spend per app with the contract renewal dates you record, the value still uninvoiced on open purchase orders, and cloud billing — today from AWS and Azure only.
- Approved spend posts to the general ledger as balanced double-entry journals; month-end close locks the period and exports the journals as a CSV file in QuickBooks or Xero import format. There is no live API connection to either.
- Trends
- Vendor Spend
- Burn
- Monthly & Run Rate
- Close
- QuickBooks / Xero CSV
The parts behind the headline, for whoever runs the books.
Budgets with a lifecycle
A budget is submitted, approved or rejected, then locked. A reforecast creates a new version rather than overwriting the old one, and you can see how accurate past forecasts were.
Transfers and alerts
Moving money between budgets is a request that someone approves or rejects. Budget alerts tell you when a threshold is crossed, and each one is acknowledged by a person.
Purchase orders and receipts
Keep a purchase-order register, record goods receipts against each order, and close orders one at a time or in bulk. This is what the two- and three-way match checks an invoice against.
One record per vendor
Merge duplicate vendors into one and update many at once, so spend is not split across three spellings of the same supplier.
Cloud cost anomalies
A month-on-month jump in cloud cost is flagged for you to look at, from the AWS and Azure billing you have connected.
Import and export
Load invoice history from a CSV file. Export budgets, and the budget audit trail, as CSV for whoever needs them outside the system.
See it running on a live instance.
A 30-minute walkthrough on a live Zonitix instance — no slides, no commitment.
In the walkthrough
An invoice read into data
From a PDF, a Word document or a photo; unsure reads are held for a person.
Matching and approvals
Against the purchase order, then tiered approvals with segregation of duties.
Coding to the ledger
Balanced double-entry journals at month close.
The export
QuickBooks- or Xero-format files. Zonitix records the ledger; it never moves money.