Accounts Payable Process Outsourcing with ARDEM

Introduction

Managing accounts payable (AP) is critical for any business. However, the manual handling of invoice processing, payment workflows, and vendor management can be time-consuming, error-prone, and expensive. This is where accounts payable outsourcing becomes a game-changer. 

By partnering with an experienced accounts payable outsourcing company like ARDEM, businesses can achieve seamless AP management while focusing on their core operations. Here’s how ARDEM revolutionized AP operations for ABC Enterprises through tailored accounts payable outsourcing services.

Challenges in In-House Accounts Payable Management

Accounts payable faced several bottlenecks at a mid-sized manufacturing company. An outsourced accounts payable service was identified as a possible solution to improve the in-house accounts payable process.

1. Time-Consuming Processes

Manual workflows led to slow invoice approvals and payment delays. Critical documents were often misplaced, and invoices required excessive time for processing. 

2. High Error Rates

Manual data entry caused frequent inaccuracies. This impacted vendor relationships and reconciliation processes. These errors led to unnecessary disputes. 

3. Overwhelmed Staff

The in-house team of four employees was unable to manage the workload effectively. Increasing staff wasn’t viable due to higher operational costs. 

4. Rising Processing Costs

Processing a single invoice cost a lot due to inefficient workflows, manual handling, and lack of automation.

ARDEM’s Accounts Payable Outsourcing Solution

ABC Enterprises decided to partner with ARDEM, a trusted accounts payable service provider, to overcome these challenges. ARDEM’s streamlined and technology-driven solutions transformed their AP operations, delivering measurable benefits.

The ARDEM AP Workflow

ARDEM implemented a four-part accounts payable outsourcing process to enhance efficiency and accuracy: 

1. Automated Invoice Processing
   • ARDEM leveraged SAP Concur to automate invoice capture and processing.
   • Invoices were received directly from vendors via email and routed into the system automatically.
   • Key data fields like vendor name and invoice number were validated for 99% accuracy.
   • Discrepancies were flagged, verified, and resolved before payment.
   • Real-time status tracking and detailed reports were shared with ABC Enterprises to maintain transparency.
2. Efficient Communication
   • ARDEM utilized Slack as the primary communication tool for instant query resolution.
   • Regular updates ensured process alignment and minimized delays in resolving issues.
3. AP Mailbox Handling
   • Payment requests, invoice queries, and supplier issues were managed efficiently through categorized mailbox handling.
   • ARDEM’s team ensured timely responses to vendors and internal stakeholders.
4. Vendor Management
   • ARDEM validated new vendor information before entering it into the client’s system.
   • This ensured compliance with global regulations and maintained accurate, up-to-date vendor records.

Benefits of ARDEM’s Accounts Payable Outsourcing Services

Outsourcing the AP function to ARDEM provided ABC Enterprises with the following key advantages: 

1. Enhanced Efficiency

Automation significantly improved AP workflows. It reduced manual tasks and increasing overall operational efficiency. 

2. Reduced Costs

ARDEM’s efficient processes brought down the cost to a fraction of the earlier cost. This enabled significant cost savings. 

3. Improved Accuracy

Multi-step quality checks ensured error-free data entry. Thus, we minimized disputes and reconciliation issues. 

4. Timely Payments

Accurate and on-time invoice processing improved the client’s creditworthiness. Thus, it strengthened vendor relationships. 

5. Regulatory Compliance

As a seasoned accounts payable outsourcing company, ARDEM ensured compliance with global regulatory standards. 

6. Access to Skilled Resources

ABC Enterprises avoided the costs of hiring and training in-house staff. They started relying instead on ARDEM’s skilled AP professionals. 

7. Scalability

ARDEM’s scalable AP solutions supported ABC Enterprises as they grew. Thus, we could manage increasing invoice volumes effortlessly.

Why Choose ARDEM for Accounts Payable Outsourcing?

ARDEM specializes in business process outsourcing and accounts payable outsourcing services. We offer tailored solutions to meet diverse business needs. Here’s why ARDEM stands out as a trusted accounts payable service provider: 

1. Advanced Technology: ARDEM uses cutting-edge tools like SAP Concur for automation and real-time reporting.
2. Customized Solutions: Tailored processes ensure seamless integration with your business operations.
3. Accuracy Guarantee: Multi-step quality checks ensure 99% data accuracy.
4. Global Compliance: Expertise in navigating complex regulations across industries and geographies.
5. Proven Expertise: Over 20 years of experience in providing efficient and reliable accounts payable outsourcing services.

Transform Your AP Operations with ARDEM

Partnering with ARDEM enables businesses to overcome AP inefficiencies and focus on growth. With a well-defined process, transparent communication, and measurable results, ARDEM delivers: 

• Timely and accurate invoice processing
• Reduced operational costs
• Improved vendor relationships
• Enhanced scalability for growing businesses

Ready to revolutionize your accounts payable processes? Contact ARDEM today to learn how our accounts payable outsourcing services can optimize your business operations.