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 invoice processing partner to support their automated AP system. Their 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:
The core processing team included five full-time invoice processing specialists, supported by four part-time resources to handle seasonal surges. Operations ran on a rotational schedule, six days a week—a structure explicitly implemented to ensure continuous service availability (zero downtime). We focused on maintaining high invoice processing speed and accuracy through several critical functions:
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. We established a reference 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 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.
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 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.
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.
Our team can help you address the gaps in automated invoice processing/AP solutions. We specialize in managing high-volume, multi-format invoices with precision, ensuring compliance and accuracy across diverse languages and data structures.
Reach out to know more about our data processing services, or request a free sample.
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