Accounts Payable Outsourcing: Helping a Sustainable Textile Manufacturer Streamline AP with a Cost-Effective Outsourcing Model

Accounts Payable Outsourcing: Helping a Sustainable Textile Manufacturer Streamline AP with a Cost-Effective Outsourcing Model

Our client is an eco-conscious textile manufacturer specializing in fabric recycling and sustainable material production. Despite being a small company, they maintain operations across the U.S. and the U.K., with a lean team focused on reducing their carbon footprint through innovative fabric manufacturing processes.

Challenges Faced by the Client

1. Low Volume, High Need for Support

The client had a relatively low volume of accounts payable tasks—about 100 invoices, 150 expense entries, and 15–20 purchase requisitions per month. Hiring a full-time employee for such tasks wasn’t cost-effective, yet accuracy and timely processing were critical.

2. Limited Scope, Flexible Needs

The company didn’t require full-fledged accounts payable support but needed someone to manage key components such as invoice entry, expense processing, and AP mailbox handling.

3. Need for Cost-Effective Support

The client sought a reliable accounts payable outsourcing services provider that could cost-effectively manage day-to-day AP without requiring a full-time employee or advanced automation.

4. ERP Migration and Email Transition

The client initially used ApprovalMax and planned to migrate to Microsoft Dynamics 365. They also needed support transitioning from Gmail to Outlook without interrupting AP workflows.

5. Communication Gaps and Delays

With a temporary staff member and fragmented communication, timely response to vendor issues was a concern. The client required a partner who could ensure consistent communication and fast escalation when needed. 

Why the Client Partnered with ARDEM

The client selected ARDEM based on the following strategic fit:

1. Flexible Support Model

ARDEM offered a fractional FTE model—ideal for handling low volumes without the cost burden of hiring full-time staff. This addressed the client’s budget and workload constraints.

2. Expertise in BPO and AP Operations

With deep experience in accounts payable outsourcing services and business process outsourcing, ARDEM could step in quickly to handle transactional tasks while the client’s accountant focused on a higher-level financial strategy.

3. Smooth Transition Capabilities

ARDEM demonstrated the ability to manage tool migrations (e.g., Gmail to Outlook) and prepare for ERP transitions with minimal involvement from the client, reducing operational disruption.

4. Clear Communication and Proactive Vendor Support

ARDEM’s commitment to monitoring the AP mailbox, flagging vendor issues, and ensuring real-time updates gave the client peace of mind and improved vendor satisfaction.

How ARDEM Solved These Challenges

1. Rapid Onboarding and Minimal Client Involvement

ARDEM completed onboarding in just two sessions. We took ownership of day-to-day accounts payable tasks with little need for client oversight.

2. Efficient Invoice, Expense, and PO Processing

We handled ~100 invoices and 150 expenses per month. We created 15–20 purchase orders monthly. The invoices were entered into QuickBooks and matched their ERP. Thus, we ensured timely data entry and accuracy to support downstream payments.

3. Purchase Requisition System Setup

ARDEM helped design a new PO request workflow via Microsoft Forms and SharePoint. Each submission created a new row in a tracking spreadsheet, which ARDEM used to generate the PO. We also enabled real-time PO request visibility and structured PO processing.

4. AP Mailbox Management

We sorted incoming emails: invoices were processed; payment-related messages were escalated. We also proactively flagged vendor concerns like service interruptions or delayed payments for immediate client review.

5. System and Process Migrations

We seamlessly migrated from Gmail to Outlook with secure backup codes. We also prepared for the upcoming migration from ApprovalMax to Dynamics 365.

6. Scalable AP Support Without Full Automation

We performed most tasks manually due to limited volume. We maintained high accuracy and timeliness despite low automation use. 

How the Client Benefited from ARDEM’s AP Outsourcing Services

✅ Freed Up Internal Accountant 

Enabled the client’s accountant to shift focus from transactional tasks to strategic financial management. 

✅ Cost-Effective AP Support 

Provided reliable AP outsourcing without requiring a full-time hire—maximizing operational efficiency. 

✅ Improved Email and ERP Operations 

Successfully transitioned from Gmail to Outlook and supported ERP migration planning without disruptions. 

✅ Structured Purchase Order Management 

Implemented a new PO system using Microsoft Forms and SharePoint for a seamless requisition-to-creation flow. 

✅ Timely Vendor Escalation Response 

Flagged vendor communications promptly, helping avoid payment delays and service interruptions. 

✅ Stable, Reliable Partnership with a BPO Company 

Ongoing support from ARDEM has set the foundation for future service expansions as the client continues to grow.