See how ARDEM helped a large healthcare organization manage more than 1,000 AP invoices per week through AIM, OCR-assisted capture, 2-, 3-, and 4-way matching, GL coding support, approval routing, and centralized invoice visibility.
MANAGED HEALTHCARE AP INVOICE PROCESSING CASE STUDY
Bringing 1,000+ Weekly Healthcare AP Invoices Under Control
1,000+
Invoices per week
DOC / PDF / XML / JPG
Multi-format intake
2-, 3-, 4-way
Matching control
AIM dashboard
Centralized visibility
Overview
A large healthcare organization needed a more controlled way to process high weekly invoice volume while preserving supporting documents, multi-level approvals, matching logic, GL coding, and payment-readiness visibility.
The Challenge
Invoices arrived through email and fax in multiple digital formats while paper copies still moved across desks, creating document-loss and backlog risk.
The workflow also depended on purchase orders, receiving reports, acceptance notes, complex matching requirements, multi-level approvals, and GL coding based on multiple business criteria.
The ARDEM Solution
ARDEM created a managed digital invoice workflow using ARDEM Invoice Manager, or AIM, to centralize intake, digitize records, capture invoice data through OCR, apply validation and matching rules, route approvals, support GL coding, and maintain an electronic archive.
Human review remained part of the operating model when invoice details, supporting documents, coding, or approval conditions required clarification.
Download the Full
Healthcare AP Invoice Workflow
Case Study
Healthcare AP Invoice Workflow
Case Study
For CFOs, Controllers, VP Finance leaders, AP and shared services leaders, COOs, and healthcare operations executives managing high-volume invoice workflows.
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Why ARDEM
DOC, PDF, XML, JPG, email, fax, and paper records entered one digital workflow.
Invoice data was extracted electronically and validated against predefined rules.
POs, receiving reports, acceptance notes, and related records stayed with the invoice.
Invoice terms, lines, amounts, and supporting records were reviewed together.
Coding logic considered vendor, amount, category, business unit, warehouse, and other criteria.
Notifications, review, electronic status, and archiving were centralized in AIM.Managed Workflow Diagram
The Results
ARDEM brought more than 1,000 weekly healthcare AP invoices into a centralized AIM-enabled workflow that connected digital intake, paper digitization, OCR-assisted capture, validation, supporting-document control, 2-, 3-, and 4-way matching, GL coding support, approval routing, dashboard visibility, and archiving. The operating model reduced dependence on paper and repetitive manual handling while giving AP teams and approvers a more consistent view of invoice status and payment readiness.
The 1,000+ Weekly Invoice Volume Was Only the Visible Problem
The Larger Risk Was Losing Payment Readiness Across Paper, Matching, Coding, and Approval Handoffs
The client did not only need more invoice processors. It needed control over a workflow where documents, approvals, supporting records, matching rules, and GL codes all had to remain connected.
Paper invoices could be misplaced, digital formats varied, and multi-level approvals could stall invoice movement without a central view of status and supporting documentation.
More clerical capacity or software alone would not have created the human-reviewed workflow discipline needed for exceptions, coding questions, approval conditions, and payment-readiness control.
ARDEM created a managed healthcare AP workflow around centralized intake, paper digitization, OCR-assisted capture, validation rules, supporting-document control, 2-, 3-, and 4-way matching, GL coding support, approval routing, dashboard visibility, and electronic archiving.
1
Intake and Queue Control
Organized DOC, PDF, XML, JPG, email, fax, and paper invoices.
2
Digitization and OCR
Scanned paper records and captured invoice data electronically.
3
Validation and Document Control
Applied rules and maintained supporting records with each invoice.
4
2-, 3-, and 4-Way Matching
Compared invoice fields with POs, receiving records, and acceptance notes.
5
GL Coding Support
Applied client criteria for downstream accounting classification.
6
Approval, Dashboard, and Archive
Routed reviews and maintained electronic status and document access.
What You’ll See in the Full PDF
The full case study explains:
- How multiple invoice formats were brought into one controlled queue
- How paper invoices and supporting records were digitized and preserved
- How OCR-assisted capture and validation reduced repetitive rekeying
- How 2-, 3-, and 4-way matching supported payment-readiness control
- How complex GL coding criteria were handled inside the workflow
- How AIM supported multi-level approvals, dashboard visibility, and archiving
Managing High-Volume Healthcare AP Across Fragmented Documents and Approvals?
Download the case study to see how a managed digital invoice workflow can strengthen intake control, matching, coding, approvals, document access, and payment readiness.