Improving Global Retail Logistics for a Luxury E-Commerce Through Data Entry and Invoice Processing Services

Improving Global Retail Logistics for a Luxury E-Commerce Through Data Entry and Invoice Processing Services

A leading luxury and streetwear e-commerce retailer operating in over 114 countries and multiple languages needed to improve the efficiency of its delivery logistics and order management processes. With over 720 premium brands including Burberry, Lexotica, Adidas, and Puma, the client handles massive volumes of online orders daily. To ensure on-time shipment and delivery, they required fast, reliable, and accurate data entry services, invoice processing services, and data validation services.

The client partnered with ARDEM to overcome the challenges of managing complex and high-volume purchase orders, requiring precise and timely execution to meet strict 24-hour shipment deadlines.

The Challenges the Client Faced

1. Increasing Volume and Complexity of Purchase Orders

The client experienced a rapid increase in purchase order volume, especially during peak seasons between April and September. Each order ranged from a few pages to 50 pages, with 5 to 300+ line items per page, depending on the vendor and season.

2. Labor-Intensive and Time-Consuming Data Processing

Processing these orders manually was labor-intensive and time-consuming, especially as each shipment required 100% accuracy. Some purchase orders contain images or unstructured data, requiring human judgment and data validation services to ensure precision. At times, PDF invoices were also unreadable.

3. Frequent Data Discrepancies and Validation Issues

Price discrepancies were common, with outdated rates entered into the system. There was a need for identification and correction of these errors such as flagging products where prices had increased by 20%, and notifying the client for immediate updates.

4. Real-Time Visibility and Reporting Gaps

Without an integrated dashboard, tracking pending shipments, completed entries, and overall accuracy was difficult. This delayed operational decision-making and impacted POS shipping and order fulfillment services.

Why Did the Client Partner with ARDEM?

1. Handling Increasing Volume of Purchase Orders

Managing the increasing volume and complexity of purchase orders required detailed extraction of data fields such as product name, category, size, quantity, composition, and Free Trade Agreement (FTA) details. Manual handling of these massive orders posed challenges for in-house team in meeting 24-hour turnaround time (TAT).

2. Smooth and Error-free Data Entry and Data Processing Services

The client needed an expert to process their purchase orders with 100% accuracy in data validation and data entry services to ensure precision. Besides, they needed tools like OCR (Optical Character Recognition) to extract order details accurately out of unreadable PDF invoices.

3. Need for Data Validation Services

The client needed end-to-end assistance in identifying and correcting price discrepancies. Additionally, some orders would reach capacity limits on the processing portal, requiring escalation for new purchase orders to be generated. This made data entry outsourcing services essential for consistent accuracy and fast resolution.

4. Complete Visibility of Shipment

The client needed complete visibility into order progress and shipment readiness. They needed to track everything starting from pending shipments to completed entries. The goal was to expedite POS shipping and order fulfillment services.

How ARDEM Solved the Client’s Problems

1. Improved Workflow for Data Processing Services

ARDEM designed a customized workflow for data processing services that included data extracting, validating, and verifying every data field before final entry.

Process Highlights:

• Receive shipment creation requests from the merchandise coordinator. 
• Verify product details against the master list and fill in missing data. 
• Enter unique product, category, and vendor identification codes. 
• Validate FTA details, costs, and line items for each order. 
• Update vendor status and complete order processing within 24 hours.

This structured approach combined data entry services and invoice processing services to ensure on-time shipment and order fulfillment.

2. Team Training and Onboarding Excellence

ARDEM conducted extensive training programs to familiarize analysts with the retailer’s purchase order structure, POS with online ordering systems, and portal-specific workflows.

Training Highlights:

• Understanding diverse product codes (vendor, category, and product identifiers). 
• Adapting variations in vendor invoice formats. 
• Ensuring each shipment meets POS shipping deadlines. 
• Maintaining compliance with the 24-hour turnaround time (TAT).

A sandbox training environment was used to ensure analysts achieved accuracy targets before working on live data.

3. Dual Data Entry Services and Error Elimination

To ensure zero data discrepancies, ARDEM implemented dual data entry; each order was entered by two analysts, and a validation step identified mismatches. This process guaranteed near 100% accuracy, even across large datasets with thousands of line items.

Any detected discrepancies—such as mismatched totals between invoice and order portal were documented and communicated to the client with detailed Excel-based reports for reconciliation.

4. Leveraging ARDEM Collaboration Platform

ARDEM’s proprietary ARDEM Collaboration Platform became the backbone of this retail outsourcing project. It allowed the client to:

• View real-time shipment updates. 
• Track pending and processed purchase orders. 
• Monitor progress, accuracy scores, and analyst output. 
• Download comprehensive weekly and monthly reports.

The platform also improved communication, allowing quick resolution of queries and performance tracking on a shipment-by-shipment basis.

5. Data Validation Services and Quality Assurance

ARDEM’s data validation services were integral to ensuring error-free processing. The validation team cross-checked product information, prices, and quantities, flagging issues such as outdated pricing or missing codes.

Discrepancies like mismatched total order values between the invoice and client system were promptly identified, recorded, and escalated for correction before order completion.

6. Faster Invoice Processing Services with OCR

For unstructured or image-based PDFs, ARDEM implemented OCR technology to capture key data fields. While the process remained human-supervised, the tool accelerated invoice processing services for large purchase orders with minimal readability.

7. Peak Season Scalability and Workforce Optimization

During high-volume months, the team handled 700–800 shipments per day, with each containing 2,000–3,000 items. Through efficient task distribution and real-time tracking, ARDEM ensured every purchase order met the 24-hour TAT.

Analysts worked in flexible shifts to handle surges efficiently, supported by quality control checkpoints for accurate entry and validation.

How the Client Benefited from ARDEM’s Services

1. Improved Accuracy and Turnaround

With ARDEM’s data entry outsourcing services, the client achieved 100% data accuracy across all shipments, meeting their 24-hour delivery deadlines consistently. Invoice processing services and data validation ensured accurate cost entries and compliance with FTA requirements.

2. Real-Time Visibility and Transparency

Using the ARDEM Collaboration Platform, the client tracked all shipments in real-time, reviewing pending vs. completed orders, turnaround time, and accuracy metrics. Weekly summaries and performance dashboards ensured complete transparency in operations.

3. Enhanced Efficiency and Scalability

Through business process outsourcing, ARDEM provided a solution that could expand or contract with the retailer’s seasonal demands. The 23-member team efficiently handled daily volumes, helping the client maintain delivery excellence even during peak sales periods.

4. Reduction in Operational Overhead

By outsourcing data entry, invoice processing, and data processing services to ARDEM, the client eliminated manual bottlenecks and internal workload pressure. This resulted in significant cost savings and better workforce allocation toward strategic retail functions.

5. Increased Customer Satisfaction

Faster order turnaround, fewer shipment discrepancies, and accurate fulfillment led to higher customer satisfaction and brand trust for the client. The client recognized ARDEM’s contribution through weekly five-star performance ratings within the ARDEM Collaboration Platform.

ARDEM’s data entry services, invoice processing services, and data processing services enabled the luxury e-commerce retailer to process high volumes of complex purchase orders with unmatched accuracy and efficiency. Through dual data entry, real-time dashboards, and a skilled team, ARDEM ensured on-time order fulfillment, 100% data accuracy, and continuous process improvement.