Company: Real Estate & Infrastructure Development Company
Industry: Real Estate
Client Background
Our client is a leading US-based real estate and infrastructure development company managing a portfolio of 50+ projects across multiple cities. With a large network of vendors, contractors, and service providers supporting its projects, the company handled a significant volume of invoices across different locations and business functions.
As operations expanded, the existing invoice processing system struggled to keep pace. Heavy reliance on manual data entry, disconnected approval workflows, and limited visibility created significant delays in invoice processing. In some cases, invoices took two to four weeks to move through the approval cycle.
The company needed a technology-driven solution that could modernize its accounts payable operations, integrate with its existing SAP environment, and create greater transparency across the entire invoice lifecycle.
Client Challenges
- Heavy Dependence on Manual Processes: Invoice data was manually entered, increasing administrative workload and creating opportunities for processing errors.
- Lengthy Approval Cycles: Fragmented workflows and siloed approval processes resulted in invoice processing cycles ranging from 2 to 4 weeks, delaying payments and creating operational bottlenecks.
- Lack of Defined Processing SLAs: Without structured service-level agreements, invoice turnaround times were inconsistent and difficult to predict, affecting vendor confidence.
- Limited Invoice Visibility: The absence of a centralized dashboard made it difficult for management to track invoice status, identify bottlenecks, or monitor processing performance.
- Vendor Communication Gaps: Vendors lacked a streamlined channel for submitting invoices and resolving payment-related queries, resulting in additional follow-ups and administrative effort.
Our Solutions
- SAP-Integrated AP Automation: OBS implemented a solution that integrated seamlessly with the client’s existing SAP environment, enabling automated invoice posting, credit and debit note generation, and synchronized financial data across systems.
- Digital Vendor Invoice Portal: A centralized digital portal was introduced, allowing vendors to submit invoices electronically. This eliminated dependency on paper-based processes and created a more organized invoice intake workflow.
- Automated Workflow and Approval Management: Invoice routing and processing workflows were standardized to reduce approval bottlenecks and improve the movement of invoices across relevant stakeholders.
- Centralized Vendor Helpdesk: OBS introduced a centralized helpdesk to streamline communication between vendors and the processing team, enabling faster resolution of invoice queries, discrepancies, and disputes.
- Real-Time Dashboard and MIS Reporting: A comprehensive dashboard was implemented to provide stakeholders with real-time visibility into invoice status, processing timelines, pending approvals, and workflow bottlenecks.
- Defined SLAs and Audit Controls: Clear processing SLAs were established to create predictable turnaround times, while automated audit trails strengthened compliance with internal policies and regulatory requirements.
Results Achieved
The transformation delivered significant improvements in invoice processing speed, visibility, and operational control:
- Reduced invoice processing turnaround from up to 4 weeks to just a few days, dramatically accelerating the AP cycle.
- Digitized vendor invoice submission, reducing manual handling and administrative dependency.
- Improved processing productivity through straight-through processing, freeing internal teams for higher-value financial activities.
- Established defined SLAs, creating more predictable and consistent invoice turnaround times.
- Provided real-time visibility into 100% of invoice workflows through a centralized dashboard.
- Strengthened vendor relationships through faster approvals, improved accuracy, and more timely payments.
- Enhanced compliance and audit readiness with automated documentation and transaction trails.
Business Impact
As a result, the company transformed its invoice processing function from a fragmented, largely manual operation into a digitally connected and highly visible AP workflow.
The SAP-integrated solution gave management greater control over invoice movement while reducing approval delays and improving accountability across the process. Vendors also benefited from faster processing, clearer communication, and more predictable payment cycles.
By replacing weeks of processing delays with a streamlined digital workflow, OBS helped the company build a faster, more transparent, and scalable AP operation capable of supporting its growing portfolio of projects.