Improving Invoice Processing and AR Stability for a National Environmental Transporter

Improving Invoice Processing and AR Stability for a National Environmental Transporter

Our client is a U.S.-based environmental transportation services company that operates a large fleet of trucks to move regulated materials across the country. Their services include the transportation of chemicals and environmental waste for various clients nationwide. To ensure cash flow stability, they rely on timely invoice preparation and effective accounts receivable (AR) management.

Challenges Faced by the Client

The client approached ARDEM with serious operational gaps in their AR process, compounded by a lack of scalability and workforce reliability.

1. High Volume of Invoices

The client processed over 2,000 invoices per month with significant complexity due to multi-line items, weekly billing cycles, and varying customer requirements. One analyst could only process 30–40 invoices per day, resulting in delays and backlogs.

2. Constant Turnover of AR Employees 

Due to the constant turnover of AR employees, the client experienced repeated workflow disruptions and retraining costs. This compromised their ability to maintain continuity in AR processing. 

3. Disconnected Invoice Processing for Two Business Entities 

The client operated under two separate names (one being the sister concern). Initially, each entity required separate AR support, and the lack of cross-trained staff caused further inefficiencies.

4. Manual Follow-Up Burden 

Incomplete invoices often required follow-ups for missing purchase orders or mismatched amounts. The client lacked a structured reminder system, leading to delays in invoice dispatch and, ultimately, payment processing. 

5. Lengthy Invoice Processing

The client worked with subcontractors whose invoice formats were inconsistent, making automation implementation difficult. As a result, all invoice processing services were time intensive.

Why the Client Came to ARDEM

The client chose ARDEM to stabilize their AR operations with scalable accounts receivable outsourcing support. Their core objectives were:

1. Increase AR Capacity and Reduce Backlog

With rising invoice volumes, the client needed an outsourced accounts receivable team to handle day-to-day AR tasks and maintain a same-day turnaround.

2. Eliminate Impact of Employee Turnover 

They wanted a dependable AR outsourcing vendor that could ensure business continuity and offer readily available backup support.

3. Simplify Invoicing Across Business Units 

They needed a partner to handle both operations under one process framework while ensuring invoice parity and same-day completion.

4. Improve Communication and Accountability 

The client needed business process outsourcing solutions for not only processing work but also taking ownership of pending invoices, following up on missing data, and sending reminders proactively.

How ARDEM Solved These Challenges

ARDEM deployed a dedicated team with scalable capacity and ownership-driven processes:

1. Multi-Entity AR Support with Cross-Trained Analysts

ARDEM started with 1 FTE at the beginning and expanded to 2 cross-trained FTEs. Both analysts handled invoices to ensure uninterrupted processing, even during leaves or high-volume periods.

2. High-Volume Invoice Processing 

ARDEM processed 500–600 invoices weekly, scaling up to 2,000+ invoices per month. Analysts prioritized invoices daily to avoid backlog and ensure timely dispatch by email or print.

3. Manual Verification and PO Matching 

Analysts manually verified and matched purchase order numbers with the client’s system before finalizing invoices. Follow-ups were initiated where POs were missing or amounts mismatched. 

4. Reminder and Follow-Up System

ARDEM maintained ownership of incomplete or client-dependent invoices. Follow-up emails were sent regularly, with weekly reports highlighting volumes processed and pending items. Clients were notified both via SharePoint and email to ensure real-time visibility.

5. Monthly Performance Reporting 

ARDEM sent consolidated weekly reports and a monthly summary showing volumes processed, pending invoices, and recurring issues. This enabled client-side decision-makers to track performance and forecast cash flow.

How the Client Benefited from ARDEM’s AR Outsourcing Services

1. Eliminated Invoice Backlog and Increased Output 

Expanded AR capacity with 2 cross-trained analysts delivering 2,000+ invoices per month.

2. No Disruption Despite Turnover 

The client experienced uninterrupted AR support due to ARDEM’s scalable BPO team model, solving the historical issue of constant turnover of AR employees.

3. Streamlined Operations Across Two Business Units 

ARDEM handled both business entities with equal priority, ensuring same-day invoice turnaround and process consistency.

4. Improved Accuracy and Payment Timeliness 

ARDEM’s invoice processing services ensured that over 99% of invoices were processed without errors, improving payment processing cycles and reducing client escalations.

5. Proactive Client Support and Ownership 

Pending invoices were tracked, escalated, and followed up with, ensuring clients were never in the dark about AR status.

6. Transparent Communication with Reporting 

Weekly and monthly reports kept the client informed, allowing them to reconcile internal data and plan financial activity efficiently.