Mailbox ticketing + invoice indexing to cut duplication and speed payments
An alternative investment firm needed tighter control over global invoice intake and vendor payments across regions. CES centralized vendor inquiries through a mailbox ticketing model, standardized country-wise invoice scanning and indexing with tax handling, and added audit and duplicate-prevention controls – cutting payment processing time by 50% while improving tracking and transparency.
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The Challenge
Invoice duplication and fragmented tracking across regions
Country-specific tax identification and allocation
Exception-heavy invoice coding across geographies
the client
Alternative Asset Management
Technology Stack
- Microsoft Outlook
- Excel Macros
- Document Management Systems
Solution Area
- Accounts Payable | Global AP Centralization
the impact
50%
faster payment processing
Centralized invoice scanning and indexing
Less paperwork and fewer duplicates
SLA-based ticketing with better control
The shift: centralized AP control.
The result: faster payments.
The Need
The firm wanted one controlled process for vendor inquiries, invoice processing, and vendor payments across geographies. The goal was to reduce duplicates, standardize invoice tracking, apply country-specific tax handling, and improve visibility from intake through payment.
Challenges
- Duplicate invoices and fragmented intake: Invoices came in through different modes across regions, increasing duplication risk and making tracking inconsistent.
- Country-specific tax identification and allocation: Each geography required correct tax handling and allocation during invoice processing.
- Exceptions during invoice and expense coding: Invoices and expenses required exception handling during coding, increasing review time and rework.
- Central mailbox ticketing for vendor inquiries: Set up a mailbox ticketing system to funnel vendor inquiries into a single point of contact and structured workflow.
- Country-wise scanning and indexing with approvals: Standardized scanning and indexing of invoices and approvals by country to improve traceability and retrieval.
- Tax regime application by country: Applied the respective tax regime during invoice processing to align with country requirements.
- Payment integration across operating bank accounts: Established payment integration across operating bank accounts to streamline vendor payments.
- Audit checks and duplicate-prevention controls: Performed in-depth auditing of invoices, time, and expense reports and put monitoring methods in place to prevent duplication.
- Paperwork reduced through centralized scanning and indexing of global invoices
- Payment processing time reduced by 50%
- Ticketing standardized with defined types and an SLA process
- Duplicate risk reduced through monitoring and control methods
strategic client partner
Take the Next Step
If your AP workflow is split across regions with duplicates, tax complexity, and inconsistent tracking, we can centralize invoice intake and vendor payments with mailbox ticketing, indexing, and audit controls. Talk to our Strategic Client Partner
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