Managed business process services since 2004
Validated invoice data, ready for your AP workflow.
ARDEM manages invoice capture, validation and delivery through agreed channels. Automation and AP specialists handle multi-page invoices and required line-item data, investigate exceptions and deliver records that meet your acceptance rules, with accountability for quality and turnaround.
A senior ARDEM consultant will follow up by email to discuss your invoice volumes, systems and the outcomes you need.
Evaluate the quality of the output, the scale of the operation and the impact on processing cost.
Field-level invoice capture accuracy on ARDEM’s platform after full validation and quality assurance.
See how accuracy is measured 33,000+Managed invoice processing for an energy distributor, alongside approximately 4,000 monthly utility invoices.
Read the enterprise-scale client case 30%Reported result for a large movie-theater client using automation, specialist validation and a phased managed workflow.
Read the movie-theater client caseAccuracy applies to agreed invoice fields after validation and QA on ARDEM’s platform. Volume and cost figures come from separate published client engagements; the 30% saving is historical and engagement-specific, not a universal savings guarantee.
Supporting business operations since 2004. Selected organizations ARDEM has supported.
7 client perspectives
Visibility, workflow integration and day-to-day AP delivery.
AP transition and centralization
“Ardem played a key point in the transition and has done a phenomenal job in working with us to streamline & centralize how we operate. We're in a great place thanks to the partnership, and the vision has become very clear.”
Pending invoice tracking and visibility
“I have been working here for years but I haven't seen the pending so clean and sorted and I am very happy with your work”
Invoice visibility during onboarding
“I do appreciate the emails each day with you know what we felt comfortable approving and then the ones we had questions on. I think that's helpful for me to see for visibility.”
AP workflow integration
“ARDEM created a solution for our AP workflow that integrates seamlessly into our current process.”
AP reporting and issue resolution
“Our weekly meetings also gave us a consistent opportunity to review activity and account statistics, work through issues, and stay aligned on priorities.”
Invoice intake and month-end support
During a May 2026 review, BindTech confirmed that invoice routing issues had been resolved and gave positive feedback on the smooth month-end process.
Reducing the pending invoice queue
“I am really impressed to see the pending invoices count, it's decreasing and I am happy that everything looks really good.”
High invoice volumes, inconsistent documents and unresolved exceptions can slow an AP operation. ARDEM manages the recurring work behind reliable invoice processing, from approved intake channels through validation and delivery to your AP system.
We build the workflow around your PO and non-PO invoices, entities, source documents and systems. Before production, we agree the required fields, review controls, delivery measures and escalation paths.
Need responsibility beyond invoice processing? Managed accounts payable outsourcing can also include broader vendor communication, payment operations and finance reporting.
Each invoice moves through a defined workflow, with quality checks and exception ownership at the steps agreed with your finance team.
The service scope defines who owns each step, how blocked items are handled and what evidence confirms that the required output has been delivered.
ARDEM combines automated invoice data capture with specialist entry and validation. Our invoice data entry services support the required fields, source documents and review rules agreed for your operation.
OCR and AI-assisted extraction prepare data for review. AP specialists investigate uncertain information and apply the checks needed before records move to the next step.
Capture invoice and vendor identifiers, entity, dates, amounts and the line-item detail required for your workflow. Review representative scans, images, handwritten documents and language requirements during scoping.
Check required fields, vendor and entity references, calculations and potential duplicates. Uncertain or inconsistent values follow an exception path.
PO invoices follow agreed matching rules against purchase orders and receiving records. Non-PO invoices follow the relevant coding and approval route. Duplicate detection and PO matching remain separate controls.
Return validated records, status and exception reasons in the format agreed for your AP system. Define the acceptance checks so your team can distinguish completed output from blocked or rejected records.
Outsourcing invoice processing should make the work easier to manage. ARDEM takes responsibility for the workflow and delivery measures defined for your operation, combining trained AP specialists, technology and operational oversight.
We agree what complete output looks like, how quality is measured and when work is due. Reporting shows completed work, blocked invoices, exception age and the action needed to move unresolved items forward.
Extracting invoice fields is one milestone. The next step may still require validation, coding, PO or receipt matching, missing-document research, and acceptance by the receiving system. A flagged mismatch or exported file is not automatically a completed invoice.
ARDEM defines the required output, review rules, and completion evidence before production. Specialists investigate uncertain information and follow rejected or blocked records through correction, resubmission, or an authorized disposition within scope.
If you already have capture tools, we assess the surrounding work and handoffs. If processing is manual, we can design intake, extraction, validation, and system delivery around your documents and controls, combining suitable automation with managed review.
Need responsibility beyond invoice data? Explore managed accounts payable operations.
| Operating requirement | What to define with ARDEM |
|---|---|
| Processing scope | Intake channels, required fields, coding, matching, approval follow-up and output responsibilities. |
| Quality and acceptance | Review controls, error definitions, accepted records and correction requirements. |
| Turnaround and capacity | Expected volumes, delivery windows, urgent items and handling of blocked invoices. |
| Exception ownership | The owner, next action and escalation path for work that cannot proceed. |
| Reporting and improvement | Completed work, aging exceptions, recurring causes and actions to reduce rework. |
Missing receipts, unclear coding and PO differences can prevent an invoice from progressing. ARDEM assigns an owner, pursues the required information and tracks the next action. Decisions outside the agreed authority go to the designated client owner.
A blocked invoice stays visible until it is resolved or escalated. The service does not end when data is extracted.
Reporting connects received volume, accepted output and overdue items. Exception age and cause show where work is stalling. We review recurring issues with your finance team and agree corrective action.
Measures distinguish image availability, validated data, approval completion and payment. See an illustrative operating review for examples of definitions, action owners and closure evidence.
These reviews help your finance team use operational data to decide where to simplify the workflow, address recurring vendor issues and reduce avoidable delays.
Upload Invoices as a Batch
Invoices Scanned and Uploaded
Invoices Sent as Email Attachments
Invoices Received from Vendor
Tell us your monthly volume, systems and the processing issues you need to resolve. A senior ARDEM consultant will respond by email.
ARDEM designs the connection around your approved ERP, accounting or AP environment. Work can be performed in the system, delivered through an API, or exchanged using scheduled secure files according to the requirements and available capabilities.
Implementation covers field mapping, reference data, coding and matching rules, access, exception routes and output acceptance. The process also defines how failed transfers and rejected records are identified, corrected and resubmitted.
We test representative invoices and exceptions before expanding production. A real-time interface is used where the connected systems and required reviews support it; otherwise the solution uses an agreed processing and delivery schedule.
ARDEM Invoice Manager is part of ARDEM’s cloud platform offering, used by our team to deliver managed invoice processing. Email intake and AI-assisted capture of PDF invoice headers and line items prepare information for human review. The platform also supports work tracking and supplier conversations.
ARDEM specialists review and correct captured information, manage exceptions and own follow-through within the agreed scope. We combine this automation with your approved systems and operating procedures. The managed service defines coding, matching, approval responsibilities and how reviewed records reach your accounting system.
For AWS-hosted workflows, SOC 2 Type II assurance applies to the underlying cloud infrastructure. ARDEM defines system access, data-handling procedures, review controls and delivery methods for the engagement. Our team can provide the security documentation relevant to your proposed workflow.
Invoice processing services manage the agreed workflow for receiving supplier invoices, capturing and validating data, coding and matching records, handling exceptions and delivering usable output to an AP system. Approval follow-up and preparation for later payment steps can be included in the defined scope.
Companies often outsource invoice processing services when invoice volumes exceed internal capacity, approval bottlenecks increase, backlogs develop or AP teams spend too much time on repetitive invoice entry and exception follow-up. A managed provider can add processing capacity while maintaining documented workflows, quality controls and visibility.
Vendor invoice processing is the work needed to turn supplier invoices into validated records for the next AP step. It can include PO and non-PO invoices, coding, matching, exception handling, approval routing and invoice-status reporting.
Invoice processing workflows can be structured around approved ERP, accounting and AP systems. Intake channels, data requirements, approval rules, coding requirements, exception paths and system-access procedures are defined during implementation.
Automated invoice processing uses technology such as OCR, AI and workflow automation to complete repeatable processing steps. Managed invoice processing adds trained specialists, quality control, exception handling, follow-up and operational reporting for work that automation cannot complete reliably.
Cost depends on volume, invoice formats, line-item detail, coding and matching, exception workload, system connections and delivery requirements. Separate implementation and integration from recurring processing, quality review and follow-up when comparing proposals. Representative invoices and exception samples help define a realistic scope.
ARDEM identifies what prevents the invoice from moving forward, applies the approved rules and pursues the information or decision needed to resolve it. Each unresolved item has a reason, owner and next action. Reporting shows exception age and recurring causes so the team can address the underlying delay, not merely pass along a status list.
Yes. ARDEM has processed multi-page invoices and purchase orders, including line-item detail, for decades. During scoping, we agree the required invoice, vendor and line-item fields, validation and exception rules, and the output your AP or accounting system will accept.
For invoice capture on ARDEM’s platform, ARDEM guarantees 99.97% field-level data accuracy after the full validation and quality-assurance process. Automated and manual data capture, quality checks, review checks and programmatic validation form a layered process, supported by workflow automation. Representative invoices and exception scenarios are tested before production expands. Review our AP transition and testing approach.
The service defines the delivery window around volume, source quality, validation, approvals and system dependencies. Image availability, validated data delivery, approval completion and payment are different milestones. We agree which clock is being measured and how urgent or blocked invoices are handled before production.
Yes. Reporting can show incoming volume, processing time, outstanding exceptions, approval delays and recurring rework. Consistent vendor and invoice data can also support analysis of spending patterns. ARDEM defines the reporting with your finance team so the managed service supports process improvement and business decisions as well as reliable daily processing.
Manage invoice, approval and vendor follow-through within the agreed AP scope.
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Identify missing invoices, credits and differences that require follow-through.
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Keep records, reconciliations and supporting schedules ready for review.
ExploreMissing invoices or unresolved supplier balances may need vendor statement reconciliation alongside processing.
