ARDEM supported more than 3,000 vendor invoices each week and more than 500 utility bills each month for a global retailer. The managed workflow connected Dynamics 365 processing with vendor follow-through and store-level payment tracking. See how that approach supported continuity across 500+ locations.
MANAGED AP AND UTILITY PAYMENT WORKFLOW CASE STUDY
Maintaining 100% On-Time Vendor and Utility Payments Across 500+ Retail Locations
100%
On-time payments
500+
Retail locations
3,000+/wk
Vendor invoices
500+/mo
Utility bills
A global retailer needed stronger control across two payment-critical workflows: vendor invoices supporting supply chain continuity and utility bills protecting store operations from late fees and service disruption.
The Challenge
The AP team could not keep pace with more than 3,000 vendor invoices each week. Shared mailbox disorder, weekly payment runs, staff absenteeism, and unresolved vendor questions created backlog and status risk.
The utility workflow added another control problem. More than 500 monthly bills arrived by paper mail, email, fax, and provider websites. A bill could be received but never scanned, uploaded, mapped to the correct store, or followed through to payment.
The ARDEM Solution
ARDEM established a managed AP and utility payment workflow around mailbox assignment, Dynamics 365 processing, urgent pay-run prioritization, backup coverage, vendor query tracking, invoice aging visibility, ARDEM Utility Tracker, ARDEM Capture, store-level mapping, and payment-method follow-through.
The model supported 100% on-time vendor and utility payments while improving visibility into invoices, open vendor issues, utility bill receipt, payment status, and store-level service continuity.
Download the Full
Retail Payment Workflow
Case Study
Retail Payment Workflow
Case Study
For CFOs, Controllers, AP leaders, retail operations leaders, facilities teams, shared services leaders, and multi-location businesses managing recurring vendor and utility payment risk.
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Why ARDEM
Assigned vendor emails and invoice work by type, urgency, and workflow need.
Processed vendor invoices inside the client’s AP system of record.
Prioritized urgent invoices and supported weekly payment cycles.
Tracked open questions, escalations, and aging invoices until resolved.
Used ARDEM Utility Tracker to monitor bills by store and status.
Mapped accounts, followed checks, confirmed payments, and used fallback methods when needed.Managed Workflow Diagram
The Results
ARDEM helped the retailer maintain 100% on-time vendor and utility payments across more than 500 locations while supporting more than 3,000 vendor invoices per week and more than 500 utility bills per month. The managed workflow strengthened mailbox ownership, Dynamics 365 processing, urgent payment prioritization, vendor-query follow-up, invoice-aging visibility, store-level utility tracking, payment confirmation, and utility continuity across the retail network.
The Payment Volume Was Only the Visible Problem
The Larger Risk Was Losing Vendor and Store Utility Continuity Across 500+ Locations
The client was managing two connected payment lanes: more than 3,000 vendor invoices each week and more than 500 utility bills each month across a large retail footprint.
A disorganized AP mailbox, weekly pay-run pressure, absenteeism, vendor questions, paper and electronic utility bills, and store-level payment deadlines made the workflow vulnerable to missed items and delayed action.
Adding more processing capacity would not have created one controlled path for mailbox assignment, invoice aging, urgent payment prioritization, vendor follow-up, utility tracking, payment confirmation, and backup coverage.
ARDEM created a managed AP and utility payment workflow connecting mailbox control, Dynamics 365 processing, pay-run prioritization, vendor query tracking, invoice aging visibility, utility bill tracking, store-level mapping, and payment-method follow-through.
1
AP Mailbox Control
Assigned incoming emails by invoice type and workflow need.
2
Dynamics 365 Processing
Processed vendor invoices in the client’s AP system.
3
Pay-Run Prioritization
Moved urgent invoices during weekly payment cycles.
4
Vendor and Aging Visibility
Tracked open questions, pending items, and invoice aging.
5
Utility Bill Tracking
Monitored bills from receipt through payment by store.
6
Store-Level Payment Control
Mapped accounts and managed checks, confirmations, and fallback payments.
What You’ll See in the Full PDF
The full case study shows:
- Why added staffing and overtime did not eliminate the AP backlog
- How shared mailbox assignment created clearer invoice ownership
- How Dynamics 365 processing and pay-run prioritization supported vendor payment timing
- How backup analysts protected throughput during absenteeism
- How vendor query and invoice-aging trackers improved open-item visibility
- How ARDEM Utility Tracker monitored more than 500 monthly utility bills
- How store-level mapping and payment-method controls reduced missed-payment exposure
- How historical utility data supported expense forecasting and cash-flow visibility
Managing Vendor and Utility Payments Across a Distributed Footprint?
Download the case study to see how a managed workflow can strengthen intake control, payment prioritization, open-item visibility, utility tracking, and store-level continuity. Explore utility invoice and payment operations or broader accounts payable outsourcing for a connected finance workflow.
What Would This Require in Your AP Operation?
Use the case as a starting point. Compare the scope, review a sample management report and identify the decisions needed for transition.
Compare the Operating Model
Review responsibilities, retained effort and relevant evidence.
Read the executive brief
Read the AP operating model executive briefSee the Management View
Connect results, unresolved items and corrective action.
View the review sample
View the sample AP operating reviewPlan the AP Transition
Define access, scenario tests and the conditions for launch.
Review the AP transition
Review accounts payable transition planning and controls