See how ARDEM created a managed ap invoice workflow for a well-known entertainment media group managing vendor setup, ERP validation, approval handoffs, expense-management imports, rush payments, and recurring invoice timing.
MANAGED ACCOUNTS PAYABLE OPERATIONS CASE STUDY
Stabilizing 1,200 Monthly Invoices Through a Managed AP Workflow
1,200/month
Recurring invoice volume
ERP + expense system
Controlled handoff
2 to 5 roles
Scalable managed capacity
Rush payments
Priority invoice support
Overview
A well-known entertainment media group was processing approximately 1,200 vendor invoices each month through an ERP platform and an expense management system. The workflow was essential to approval readiness, payment timing, vendor administration, and the finance team’s ability to keep current and incoming invoices moving.
The Challenge
The AP bottleneck extended beyond invoice entry. Vendor records had to be established correctly, invoice details had to be interpreted across different formats, documents had to be cross-referenced, and validated information had to move through approval before it could be imported into the expense management system.
Each handoff created a control point. Missing or unsupported vendor information could delay setup, incomplete invoice details could slow ERP validation, and time-sensitive invoices required faster coordination. Without clear ownership, the internal team remained responsible for production work, exception follow-up, and workflow coordination at the same time.
The ARDEM Solution
ARDEM converted the work into a managed AP processing lane inside the client’s existing environment. The operating model combined vendor setup, ERP entry, document cross-referencing, approval-ready handoff, expense-system import, and priority invoice support. The engagement began with two processing roles and expanded to five as the client increased the volume and scope assigned to ARDEM.
ARDEM structured the engagement as a controlled processing lane from invoice receipt through approval-ready handoff and expense-system import. The model combined vendor setup support, ERP execution, document validation, cross-system coordination, rush-payment handling, project management, IT support, and scalable coverage.
Download the Full Managed AP Invoice Case Study
For CFOs, Controllers, VP Finance leaders, AP leaders, and shared-services teams, this case study shows why recurring invoice processing should be managed as a finance operations workflow, not only as data entry.
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Why ARDEM
Received current and incoming invoices, organized the queue, added rush-payment handling, and expanded managed capacity from two roles to five.
Created vendor IDs from the supporting documents provided.
Entered required invoice information and validated it in the client's ERP platform.
Cross-referenced supporting documents to verify invoice and vendor information.
Sent validated invoice data to the client for approval.
Imported approved invoice data into the expense management system for review and processing.Managed Workflow Diagram
The Results
ARDEM helped the client convert a fragmented AP invoice workflow into a governed operating model with clearer ownership, stronger follow-through, better documentation, and improved visibility into vendor setup, invoice readiness, approval handoffs, and time-sensitive payment needs. The managed workflow supported approximately 1,200 vendor invoices each month. ARDEM created vendor IDs, entered required information into the ERP platform, and cross-referenced supporting documents before approval. The value was not simply additional invoice capacity. ARDEM created a controlled operating cadence around the client’s existing systems, helping the finance team maintain payment readiness, respond to time-sensitive invoices, and reduce the internal burden of recurring AP production work.
The 1,200 Monthly Invoices Were Only the Visible Problem
The Larger Risk Was Losing AP Continuity Across Vendor Setup, Validation, Approvals, and System Handoffs
The AP bottleneck extended beyond invoice entry. Vendor records had to be established correctly, invoice details had to be interpreted across different formats, documents had to be cross-referenced, and validated information had to move through approval before it could be imported into the expense management system.
Each handoff created a control point. Missing or unsupported vendor information could delay setup, incomplete invoice details could slow ERP validation, and time-sensitive invoices required faster coordination.
A basic processing provider could complete isolated entries while leaving the client responsible for quality oversight, approvals, exception coordination, and operating continuity. The better approach was a managed AP invoice operating model.
ARDEM structured the engagement as a controlled processing lane from invoice receipt through approval-ready handoff and expense-system import. The model combined vendor setup support, ERP execution, document validation, cross-system coordination, rush-payment handling, project management, IT support, and scalable coverage. ARDEM helped the client convert a fragmented AP invoice workflow into a governed operating model with clearer ownership, stronger follow-through, better documentation, and improved visibility into vendor setup, invoice readiness, approval handoffs, and time-sensitive payment needs.
1
Queue, priority, and scale control
Received current and incoming vendor invoices and organized work for processing. Added rush-payment handling
2
Vendor setup control
Created vendor IDs from the supporting documents provided.
3
ERP entry and validation
Entered required invoice information and validated it in the client’s ERP platform.
4
Document cross-reference
Cross-referenced supporting documents to verify invoice and vendor information.
5
Approval-ready handoff
Sent validated invoice data to the client for approval.
6
Expense-system import
Imported approved invoice data into the expense management system for review and processing.
What You’ll See in the Full PDF
The full case study explains:
- How ARDEM managed queue, priority, and scale control: Received current and incoming invoices, organized the queue, added rush-payment handling, and expanded managed capacity from two roles to five.
- How ARDEM managed vendor setup control: Created vendor IDs from the supporting documents provided.
- How ARDEM managed eRP entry and validation: Entered required invoice information and validated it in the client’s ERP platform.
- How ARDEM managed document cross-reference: Cross-referenced supporting documents to verify invoice and vendor information.
- How ARDEM managed approval-ready handoff: Sent validated invoice data to the client for approval.
- How ARDEM managed expense-system import: Imported approved invoice data into the expense management system for review and processing.
Managing Recurring AP Volume Across Multiple Systems?
Download the case study to see how a managed AP workflow can strengthen vendor setup, invoice validation, system handoffs, priority handling, and operating continuity.