See how ARDEM helped an industrial HVAC and mechanical services provider create a managed AP invoice workflow across shared mailbox and vendor portal intake, invoice review, Core Management System entry, quality control, exception handling, vendor reconciliation, payment-run preparation, and weekly governance.
AP Backlogs Can Quickly Disrupt Vendor Payment Readiness
Clearing the AP Backlog and Stabilizing Payment Readiness for an Industrial HVAC Provider
700–800 invoices/month
Recurring vendor invoice processing supported
First month
Historical invoice backlog cleared
Under 7 days
Invoice processing turnaround maintained
PO + non-PO
AP workflow expanded after stabilization
The Challenge
The client’s AP workflow depended on invoices moving through shared mailbox intake, vendor portals, manual PDF review, categorization, proprietary ERP entry, validation, reconciliation, and payment-run preparation.
As invoices accumulated, the accounting team had less visibility into what had been received, what was pending, what required clarification, and what was ready for payment. Short pays, allocation changes, missing invoices, and vendor statement discrepancies added further complexity.
The ARDEM Solution
ARDEM created a managed AP operating model that connected invoice intake, queue organization, invoice review, Core Management System entry, peer quality control, exception handling, vendor statement reconciliation, payment-run preparation, and weekly governance.
The model helped the client clear accumulated work, maintain current invoice volume, improve payment-readiness visibility, and reduce repetitive processing pressure on the internal accounting team.
The Managed AP Workflow
ARDEM supported the invoice-to-payment-readiness process through a controlled operating lane designed around the client’s existing AP environment.
Download the Full
Industrial HVAC AP Case Study
Industrial HVAC AP Case Study
See how ARDEM helped an industrial HVAC and mechanical services provider clear an accumulated AP backlog, stabilize 700 to 800 monthly invoices, maintain processing turnaround under seven days, strengthen vendor reconciliation, and prepare invoices for recurring payment runs.
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Why ARDEM
A defined operating model covering invoice receipt through payment-run preparation.
Centralized retrieval and organization of invoices arriving through multiple channels.
Invoice data entered directly into the client’s proprietary Core Management System.
Peer review, short-pay validation, allocation reassignment, and structured escalation.
Vendor statement comparison, missing invoice follow-up, weekly reporting, and workload review.The Results
By creating ownership, processing discipline, quality review, and recurring governance around the workflow, ARDEM helped the client improve control over invoice movement and payment readiness.
- Historical invoice backlog cleared within the first month
- 700 to 800 invoices supported each month
- Invoice processing maintained in under seven days
- Vendor statement reconciliation and missing invoice follow-up added
- Peer quality review performed before payment processing
- Payment-run preparation supported inside the existing AP environment
- Scope expanded to include non-PO invoice processing
The Backlog Was Only the Visible Problem
The Larger Risk Was Losing Control of Payment Readiness
The client’s invoices arrived through a shared AP mailbox and multiple vendor portals. Each document had to be retrieved, reviewed, categorized, and entered into the company’s proprietary Core Management System before it could move toward payment.
The workflow also required judgment. Short pays needed validation. Allocations sometimes had to be reassigned. Vendor statements had to be compared with internal records, and missing invoices required follow-up before open payables could be understood.
When this work accumulated, the risk extended beyond delayed invoice entry. The internal team had less visibility into what had been received, which invoices were being processed, which items were blocked by exceptions, and what was ready for the next payment run.
Adding another processor would have provided capacity, but it would not automatically have created intake control, queue visibility, peer review, exception ownership, vendor reconciliation, or weekly governance. Software alone would also have been insufficient because invoices still arrived through emails and portals and required client-specific review and ERP entry.
ARDEM created a managed AP operating model around the client’s existing systems and processes. The result was a more controlled invoice workflow that connected intake, processing, quality review, reconciliation, exception handling, and payment-run preparation through a recurring operating cadence.
1
Invoice Intake
Retrieved invoices from the shared AP mailbox and vendor portals, including PDF attachments and vendor-uploaded documents.
2
Queue Organization
Categorized and prioritized historical backlog items and current invoices within a repeatable processing lane.
3
Invoice Review and ERP Entry
Reviewed invoice information and entered validated data into the client’s proprietary Core Management System.
4
Peer Quality Control
Applied peer review before invoices were marked as ready for payment processing.
5
Exception Management
Validated short pays, reassigned allocations where required, identified discrepancies, and escalated items needing clarification.
6
Vendor Statement Reconciliation
Compared vendor statements with internal records, identified missing invoices, and followed up when supporting documents were required.
What You’ll See in the Full PDF
The full case study explains how ARDEM structured the industrial HVAC provider’s AP workflow, including:
- How invoices were controlled across a shared AP mailbox and vendor portals
- How backlog items and current invoices were organized within one processing queue
- How invoice review and entry were performed inside the client’s Core Management System
- How peer quality control supported payment-ready invoice batches
- How short pays, allocation changes, and other invoice exceptions were managed
- How vendor statement reconciliation identified missing invoices and open items
- How payment-run preparation and weekly reporting improved finance-team visibility
- Why the managed model could expand from PO-based invoices into non-PO processing
Managing a Similar AP Workflow?
Access the full case study to see how ARDEM helped an industrial HVAC and mechanical services provider bring control to invoice intake, ERP entry, quality review, exception handling, vendor reconciliation, payment-run preparation, and recurring AP reporting. The case study outlines how ARDEM combined trained AP processing, client-system execution, quality controls, exception ownership, reconciliation, and weekly governance to support a more stable payment-readiness workflow.