MANAGED INVOICE DATA PROCESSING CASE STUDY

Reducing AP Processing Costs by $54,000 Annually Through a Managed Invoice Data Workflow

See how ARDEM helped a Midwest distribution business reduce AP processing costs by $54,000 annually while returning ERP-ready invoice data within 12 hours through automation-assisted extraction, human validation, flat-file preparation, and image archive support.

$54,000

Annualized savings

12 hours

ERP-ready data return

Hundreds-thousands

Invoice volume range

Flat-file output

ERP import readiness

See what’s inside the full case study →

Overview

A Midwest distribution business needed specified fields extracted from scanned vendor invoices and customer orders, structured for ERP import, and returned quickly while preserving the related document images. The manual internal model consumed capacity and became more difficult to scale as volume fluctuated.

The Challenge

Each scanned document required the correct client-defined fields to be captured, checked, organized into the required flat-file structure, and returned within a 12-hour operating window.

Volume ranged from hundreds to thousands of invoices, so the client needed a repeatable model that could absorb changing demand without sacrificing data quality, ERP readiness, or archive consistency.

The ARDEM Solution

ARDEM created a managed invoice data workflow around scanned document intake, client-defined field rules, automation-assisted extraction, human validation, quality review, ERP-ready file preparation, and controlled 12-hour delivery.

The model preserved the relationship between structured output and source images for the company archive while reducing the recurring manual extraction burden on the internal team.

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Case Study

For CFOs, Controllers, VP Finance leaders, AP executives, COOs, VP Operations leaders, and shared services teams managing scanned invoice data and ERP import workflows.

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Why ARDEM

Received vendor invoice and customer order images through one defined processing lane.

Applied the exact data requirements needed for the client's ERP import.

Used technology to accelerate recurring field capture across image-based invoices.

Applied manual checks and quality review before final file preparation.

Structured extracted data into the required flat-file format.

Returned the data file within 12 hours and preserved source-image availability.

Managed Workflow Diagram

Managed Workflow Reducing AP Processing Costs by $54,000 Annually Through a Managed Invoice Data Workflow

The Results

ARDEM delivered $54,000 in annualized savings while returning ERP-ready invoice data within 12 hours of receiving scanned images. The workflow supported fluctuating volume ranging from hundreds to thousands of invoices and connected client-defined field capture, automation-assisted extraction, human validation, flat-file preparation, and source-image archiving inside one managed operating lane, reducing recurring internal AP and back-office production burden.

The Manual Extraction Work Was Only the Visible Problem

The Larger Risk Was Delaying ERP-Ready Invoice Data as Volume Changed

The client did not only need values keyed from scanned invoices. It needed the correct client-defined fields returned in a consistent ERP-ready structure within a 12-hour operating window.

Fluctuating volume made fixed internal capacity inefficient, while source images still needed to remain connected to the structured data for archive and review purposes.

Automation alone could not confirm every image condition, and additional internal headcount would have preserved the same manual model rather than creating one controlled intake, validation, file-preparation, and delivery process.

ARDEM created a managed invoice data processing workflow around scanned intake, client-defined field rules, automation-assisted extraction, human validation, ERP-ready flat-file preparation, 12-hour delivery, and image archive support. The engagement delivered $54,000 in annualized savings while improving data availability for the existing ERP environment.

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1

Scanned Intake
Received invoice and customer-order images for processing.

2

Field Rules
Applied client-specified field requirements for ERP import.

3

Automation Extraction
Accelerated recurring data capture from scanned images.

4

Human QA
Reviewed image-based data before release.

5

ERP-Ready File
Prepared the required flat-file structure for system import.

6

12-Hour Delivery
Returned output quickly while supporting source-image archiving.

What You’ll See in the Full PDF

The full case study explains:

  • How scanned invoice and customer-order images entered one controlled processing lane
  • How client-defined field requirements were preserved for ERP import
  • Where automation accelerated extraction and where human validation remained necessary
  • How flat-file preparation created a consistent downstream system handoff
  • How the workflow supported volumes ranging from hundreds to thousands of invoices
  • How 12-hour delivery and $54,000 in annualized savings changed the operating model

Still Extracting Invoice Data Manually Before ERP Import?

Download the case study to see how a managed invoice data workflow can shorten data-return time, preserve human validation, support fluctuating volume, and reduce recurring processing cost.

Download the Full PDF