Backlogs keep returning
A temporary cleanup does not fix the workflow conditions that created the queue.
Senior review: within one business day Request an AP Workflow Review
MANAGED ACCOUNTS PAYABLE OPERATIONS
Accounts Payable Outsourcing for High-Volume Finance Teams
ARDEM takes ownership of invoice intake, validation, PO and non-PO workflows, exceptions, approval follow-up, vendor inquiries and payment readiness inside your existing ERP.
ARDEM combines AP specialists, automation and daily oversight to manage the activities you want to outsource. Scope and financial responsibilities are defined around your operating model.
- Scale invoice processing without adding AP headcount.
- Reduce backlogs, exceptions and approval delays.
- Gain daily visibility into pending and payment-ready work.
Managed executionNot resource-only staffing
Human + automationJudgment where it matters
Defined financial controlsRoles and permissions by scope
NDA Available
Evaluate the Fit for Your Finance Team
Review the operating model, inspect relevant evidence and understand the transition. These resources are available without completing a form.
Compare Scope and Evidence
Use the executive brief to evaluate responsibilities, costs and relevant client cases.
Read the executive briefSee the Management View
Review an illustrative report connecting delivery, open items and corrective action.
View the operating samplePlan the Transition
Clarify access, testing, continuity and the decisions required before launch.
Review transition readinessOrganizations ARDEM has supported
Operating since 2004Long-term managed operations experience
Documented workflow controlsRoles, rules, QA, and escalation
Built for recurring workScalable daily execution and reporting
Defined financial rolesApproval, access, and payment responsibilities by scope
MANAGED AP SERVICES BUILT AROUND YOUR EXISTING SYSTEMS
Outsource Accounts Payable Services Without Replacing Your ERP
ARDEM’s AP outsourcing services can support selected activities or end-to-end outsourced accounts payable processing within client-approved ERP and AP platforms. Scope is built around your invoice volume, systems, approval structure, exception burden, and control requirements, with ARDEM accountable for the agreed day-to-day execution.
Works With Your Existing ERP and Finance Technology Stack
Global automotive AP case study
How ARDEM structured a high-volume global AP workflow
See how ARDEM structured a global automotive company’s AP workflow across Asia, Europe and the U.S., including multiple languages, PO and non-PO invoices, and processing exceptions.
Read the AP case study10,000+Invoices per month
3 regionsAsia, Europe, and the U.S.
MultipleLanguages and supplier formats
PO + non-PORouting, matching, and exceptions
The operating problem
AP Pressure is Rarely Just a
Data-Entry Problem
Invoice volume exposes the gaps around the invoice: handoffs, exceptions, approval ownership,
vendor communication, and reporting.
Approvals and exceptions stall
Missing POs, coding, receipts, and owner responses consume experienced AP time.
Visibility is fragmented
Invoices and vendor requests live across inboxes, portals, ERPs, and spreadsheets.
What ARDEM manages
Accounts Payable Outsourcing Services Built Around Your Workflow
Scope is designed around your volume, systems, controls, exception burden, and internal responsibilities. ARDEM owns the agreed execution. Financial policies, approval authority, access levels, and payment-release responsibilities are defined for each client.
Invoice intake and processing
Capture, validation, coding support, duplicate checks, PO and non-PO processing, and updates within approved systems.
- Multi-channel intake
- Data validation
- PO and non-PO workflows
Exceptions and approvals
Track missing information, approval status, discrepancies, aging items, and escalations through a controlled queue.
- Exception ownership
- Approval follow-through
- Documented escalation
Vendor support and reporting
Support approved vendor inquiries, payment readiness, close activities, SLA reporting, and recurring workflow insight.
- Vendor communication
- Payment-ready support
- Operational visibility
Our AP outsourcing services support two-way matching against purchase orders and, where required, three-way matching against purchase orders and receiving records. Within the agreed outsourced accounts payable processing workflow, discrepancies are tracked for resolution, non-PO invoices follow client-defined coding and approval routes, and unresolved items are escalated before payment readiness.
Financial control and governance
Financial controls designed around your operating model
Some clients want ARDEM to prepare payment-ready files. Others authorize ARDEM to perform defined payment-release activities. The right model is established through documented authority, permissions, controls, and governance.
Defined authority
Financial policies, approval tiers, system access, and responsibilities are documented before steady-state operations begin.
Flexible payment responsibility
ARDEM can support payment-ready processing, client-controlled release, or authorized payment-release activities included in scope.
Documented safeguards
Role permissions, separation of duties, quality review, exception handling, and escalation paths are built into the workflow.
Visible governance
Reporting, issue logs, review cadence, and continuous improvement keep responsibilities and risk visible.
Managed Accounts Payable Services
A Managed AP Operating Model Built for Daily Control
ARDEM’s outsourced accounts payable services combine trained AP specialists, automation and documented controls to manage recurring invoice processing, exception follow-up, vendor inquiries and payment readiness. Responsibilities, escalation paths and reporting are defined around your invoice volume, existing systems and operating model.
- Defined responsibilities, handoffs, and escalation paths.
- Daily queue, exception, and approval management.
- Quality review, operating reports, and continuous improvement.
AP Operations ControlIllustrative workflow view
Invoices received2,416On plan
Payment-ready1,98282%
Exceptions in progress164Needs owner
Illustrative workflow dashboard—not an ARDEM software interface.
Cost and Performance Visibility
Evaluate the Cost and Performance of Your AP Operation
An AP outsourcing decision should account for processing cost, management time, rework, backlog and service continuity. During the assessment, ARDEM reviews your invoice volume, current staffing model, systems and exception workload to define a comparable managed-service scope.
Compare your current operation with the proposed model using total monthly cost, cost per invoice for equivalent activities, processing turnaround, exception aging and payment readiness. Any savings estimate should reflect your baseline, retained internal responsibilities and agreed service scope.
How it works
A controlled path from discovery to daily operation
Assess
Map volume, systems, handoffs, exceptions, controls, and the current operating burden.
Design
Define scope, responsibilities, rules, service levels, quality checks, and reporting.
Transition
Train within approved systems, test the workflow, and stabilize queues through a controlled launch.
Manage and improve
Run the daily operation, report performance, and address recurring sources of delay.
Client perspective
“You have lowered our cost, increased our productivity and given us a significantly faster turnaround. The data quality and consistency is much better than when it was handled in-house.”
Blue Buffalo · ARDEM client testimonial
Questions buyers ask
What to Know Before an AP Workflow Review
Understand the scope, control model, transition approach, and responsibilities before deciding whether managed AP outsourcing fits your organization.
What accounts payable outsourcing services can ARDEM manage?
ARDEM can manage selected activities or a broader AP workflow across invoice intake, validation, matching, coding support, exception handling, approval follow-through, vendor communication, payment readiness, payment-release support, close support, and reporting.
How are financial controls and payment-release responsibilities handled?
Financial policies, approval authority, system access, and payment-release responsibilities are defined for each client. ARDEM can prepare payment-ready files, support client-controlled approvals, or perform authorized payment-release activities within documented roles, permissions, and governance.
Can ARDEM provide outsourced accounts payable processing in our existing ERP?
Yes. Our outsourced accounts payable services can operate within client-approved ERP and financial systems. ARDEM works within documented processes, and access, workflows, integrations, data requirements, and system compatibility are reviewed during the initial assessment and transition design.
How is ARDEM different from a traditional accounts payable BPO company or staffing provider?
ARDEM does not simply supply additional people. ARDEM creates a managed operating lane with defined ownership, documented workflow controls, quality review, exception handling, reporting, escalation, and continuous improvement.
Can we outsource our AP department or only selected activities?
Both. You can outsource AP department activities such as invoice processing, exception follow-up, vendor inquiries and payment readiness, or transition a broader AP workflow to ARDEM through a phased, documented plan.
Before launch, ARDEM and your team agree on scope, system access, approval responsibilities, financial controls, service levels and cutover requirements. ARDEM manages the agreed daily execution under the documented operating model.
How does ARDEM transition AP work without disrupting daily operations?
ARDEM maps the current workflow, defines responsibilities and controls, documents procedures, trains within approved systems, tests the process, and stabilizes the queue before moving into steady-state management.
What should finance teams look for in an accounts payable outsourcing provider?
An accounts payable outsourcing provider should clearly define who owns each processing step, how exceptions are resolved, how client data is protected and how performance is reported. Evaluate documented access permissions, separation of duties, quality checks, escalation procedures, backup coverage and compatibility with your existing ERP.
ARDEM defines these responsibilities during transition, including which activities remain with your team and which ARDEM manages. Financial approval and any authorized payment-release activities follow the client’s documented authority and permissions.
How are accounts payable outsourcing services priced?
Pricing is based on monthly invoice volume, PO and non-PO mix, exception levels, systems, service scope, and reporting requirements. Following the complimentary AP assessment, ARDEM provides a defined scope, transition plan, service levels, and pricing model.
Take the next step
Get a clearer plan for your AP operation
Review your invoice volume, operating burden, exception patterns, financial controls, and activities that fit a managed model.