Our client is a well-established firm with over three decades of market presence, renowned for providing integrated software solutions for international trade systems. Their fully customizable, ready-to-deploy software assists global enterprises, including freight forwarders, customs brokers, shipping agencies, and airline cargo sales agents. The software's primary function is to optimize end-to-end global trade operations, streamline critical workflows, and ensure continuous adherence to complex regulatory compliance standards.
The client sought a dedicated partner to provide invoice processing service to support their new centralized, automated Accounts Payable (AP) system. The client’s proprietary AP platform handles thousands of invoices monthly from numerous global customers, each utilizing distinct submission protocols and data formats. While the platform automated the initial bill processing, it routinely generated a high volume of exceptions. These errors were caused by structural variance, missing fields, or submission flaws. Since these records directly govern financial transactions and trade compliance, inaccuracies pose significant risks of economic loss and legal non-compliance.
The core project requirements included:
Despite the AP system's ability to automate intake, the high frequency of exceptions required human intervention due to persistent, systemic issues:
To ensure seamless invoice processing and management of high invoice volumes, we implemented a flexible staffing model: five full-time specialists dedicated to financial data processing, augmented by four part-time resources deployed during seasonal volume surges. The team operated in rotational shifts, six days a week, ensuring zero operational downtime.
Our invoice processing and data management services support:
Every invoice flagged by the AP system underwent a meticulous review and correction process guided by template-specific SOPs. This structured approach enabled the team to efficiently manage highly diverse invoice formats while maintaining strict turnaround times.
Poorly scanned or handwritten fields were manually reviewed. We utilized a double-key data entry method for all high-risk financial fields. Any discrepancies were immediately escalated to senior reviewers to ensure complete data validation and accuracy.
Regional language terms and industry-specific trade jargon were interpreted by trained associates and standardized into their English equivalents through data processing and data enrichment. We established a recurring term glossary over time to ensure consistency across all entries.
A dedicated project manager oversaw both day and night shifts, conducting continuous workflow monitoring and final quality audits before records were submitted to the client, ensuring every record met the 99.95% accuracy benchmark.
Critical data fields—including totals, tax amounts, and currency codes—were rigorously cross-checked against the client’s master data and reference sources to prevent reporting errors and ensure compliance integrity.
During peak operational cycles, such as major deadlines or month-end periods, the team deployed overtime support and utilized additional part-time associates to proactively prevent backlogs and meet all service level agreements (SLAs).
All financial data processing was conducted exclusively within the client-hosted AP system. We maintained ISO 27001:2022-aligned protocols, utilizing VPN-secured connections, multi-factor authentication, and continuous monitoring to safeguard sensitive trade and financial documentation.
To handle the scale, complexity, and sensitivity of the client’s mobility dataset, we implemented a human-in-the-loop framework that combines automation with expert human oversight.
Subject matter experts reviewed ambiguous or inconsistent entries, resolved discrepancies, and ensured correct classification of companies and contacts, including industry-specific NAICS code assignments. This approach guaranteed that every record was contextually accurate and aligned with the client’s operational requirements.
Automated workflows accelerated data collection, scraping, and initial matching processes. This enabled rapid processing of tens of thousands of records while maintaining uniform formatting and reducing manual effort.
While automation handled repetitive tasks, all critical decisions—such as updates to company status, classification changes, or sensitive contact information—were manually validated by experts. This dual-layered approach minimized errors, ensured compliance, and delivered highly trustworthy datasets for decision-making.
Our methodology combined automated intake with human-in-the-loop exception resolution, continuous data enrichment, and precision-driven validation to deliver consistently high AP accuracy.
Operating entirely within the client-hosted environment required uncompromising data security. To protect sensitive business documents and ensure confidentiality, we enforced robust data management services policies:
All team members involved in the Invoice processing signed formal Non-Disclosure Agreements to guarantee confidentiality and safeguard the client's proprietary information.
We implemented restricted system access, permitting authorized associates to view data only as necessary for their roles and responsibilities.
Access to client systems was mandated through secure, encrypted VPN servers, adding a layer of protection to sensitive financial data processing.
We strictly prohibited downloading, copying, or storing client data on any local or external devices, ensuring the complete data cleansing of regional systems.
Operations adhered to ISO 27001:2022 and GDPR-aligned security standards, ensuring robust compliance across all data handling and data validation practices.
Our approach—combining human-in-the-loop data validation, scalable workflows, and flexible multi-shift coverage—delivered measurable success. This successful collaboration led to the client initiating a long-term engagement, solidifying our role as their strategic partner for data processing services.
10,000+ Invoices Processed Monthly Achieved with zero operational downtime, ensuring uninterrupted logistics and financial operations.
99.95%+ Data Accuracy Virtually eliminating billing disputes, simplifying financial reconciliations, and improving CRM data entry.
45% Faster Invoice Processing Accelerated turnaround times led to quicker payment cycles and improved cash flow management.
40% Cost Savings Delivered significant operational savings through efficient resource alignment and on-demand support.
Leverage our human-in-the-loop financial data processing approach to guarantee data accuracy and security in your accounts payable operations. Our services ensure that records undergo strict data validation and data standardization before final entry, enabling the reliable enrichment of your master files and CRM data.
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