Xylora Studios accepts formal purchase orders (POs) issued by corporate, educational, and institutional procurement departments. Production scheduling begins only after Operations & Client Services has validated the PO against an approved quote and completed any necessary vendor setup.
Vendor onboarding and setup
If your organisation requires Xylora Studios to register as an approved supplier prior to raising a PO, submit your vendor onboarding pack directly via the Ask Xylo chat on this portal. Standard vendor onboarding tasks—such as supplying company registration details for Xylora Groups LTD, bank payment coordinates, and confirmation of trading since 2022—are processed by Operations & Client Services during standard studio hours.
Our working hours are Monday to Thursday, 09:00 to 17:00 GMT. Onboarding requests sent outside these hours are logged for review on the next working day, adhering to our standard first reply target of 24 hours.
The PO submission and validation sequence
Every purchase order must correspond to an active, itemised studio quote. The end-to-end processing sequence runs as follows:
1. Quote finalisation: Package work is selected from the packages page, or a bespoke quote is generated within 48 hours of receiving a complete project brief. If a referral applies, the 10–30% discount is recorded in writing on this quote. 2. PO generation by client: Your internal procurement team raises an official PO quoting our reference number, matching the exact figure agreed on the quote. 3. Submission: You attach the completed PO as a PDF within the Ask Xylo chat. 4. Operational review: Operations & Client Services checks the PO for accuracy, ensuring legal entity names, addresses, currency (GBP), milestone figures, and terms match our quotation. 5. Counter-confirmation: Once accepted, we issue a written confirmation alongside an advance invoice referencing your PO number. Project slots in Creative or Technology are secured immediately upon this verification.
Mandatory information on the purchase order
To pass validation without delay, your procurement document must state the following details unambiguously:
- Legal entity: Addressed specifically to Xylora Groups LTD.
- Studio quote reference: The unique quote code supplied during scoping.
- Line item descriptions: Accurate summaries of deliverables, matching the scope defined by Technology or Creative.
- Total values and currency: Net amounts, VAT (where applicable), and gross totals specified in British Pounds (GBP).
- Invoice recipient details: The primary accounts payable email destination, invoicing address, and any specific internal routing codes required by your finance department.
- Payment schedule: Clear identification of deposit amounts, interim stage releases, or balance milestones as structured in the studio agreement.
Invoicing and payment conditions
Deposits are non-refundable once your production slot is held. Before work begins, sums not yet earned are refunded pro rata; after work begins, completed work and booked time are charged. Defects are fixed free of charge within the acceptance window. The full terms are on the Refund Policy page of the main site. The issuance of a PO legally binds the ordering party to this payment structure regardless of internal procurement terms.
Invoices are submitted referencing your PO number at the agreed milestones. In accordance with studio billing procedures, work on subsequent phases—whether in development, design asset release, or final deployment—pauses if an invoiced milestone falls overdue. For initial deposits, physical production does not commence until the corresponding deposit invoice tied to the PO has cleared or procurement verification has been formally signed off by Operations & Client Services.
Common failure cases and how to prevent them
Delays in procurement processing typically stem from four discrete issues:
- Value discrepancies: The PO does not match the approved quote total. If extra scope was added, a revised quote must be generated before raising the PO.
- Unapplied discounts: For accounts with an active ambassador referral, the 10–30% discount must be reflected directly in the line items. POs raised at gross rack rate when a discount was quoted will be rejected for revision.
- Omission of studio legal details: POs addressed to trading names rather than Xylora Groups LTD cannot be countersigned.
- Conflicting payment terms: Boilerplate procurement terms that stipulate full payment 90 days post-completion are incompatible with our deposit and milestone requirements, unless negotiated and formally waived in writing by Operations & Client Services.
Procurement submission checklist
Before submitting your document via the Ask Xylo chat, verify that:
- [ ] The vendor name reads Xylora Groups LTD.
- [ ] The total sum and stage breakdown match the written quote exactly.
- [ ] Any applicable referral concession (10–30%) is calculated into the figures.
- [ ] The internal billing address and finance contact details are complete.
- [ ] The document is an unencrypted, accessible PDF.