60% Cost Reduction in Invoice Processing for a Growing Entertainment Company
Industry: Entertainment
Service: AP Automation & Workflow Integration
Client Background
A fast-growing entertainment company that is undergoing rapid expansion and corporate acquisitions. With increasing invoice volumes, the company needed to replace its paper-based AP system to scale operations while maintaining accuracy and compliance.
- Loss of Control Over Payables – Manual processes made it difficult to track invoice status and meet payment timelines.
- Reduced Focus on Value-Add Activities – Time-consuming data entry and PO matching took resources away from strategic tasks.
- Invoices Frequently Lost in Transit – Paper invoices often went missing or arrived late, disrupting approval cycles.
- Extended Approval Times – Manual routing of invoices led to delayed authorizations and missed discount opportunities.
- Rising Processing Costs – The cost per invoice increased significantly due to labor-intensive workflows and postage.
How Did APS Help?
- Multi-Source Invoice Collection – APS team enabled centralized invoice collection from emails, scanned documents, spreadsheets, and EDI/XML feeds to ensure all invoice data was entered in one unified system.
- High-Accuracy Data Extraction & 3-Way Matching – Invoice data underwent 3-way matching (PO, invoice, receipt), with automated validation of GL codes, account codes, and department details, ensuring 99%+ data accuracy.
- Custom Workflow & Role-Based Controls – A robust, scalable workflow engine automated approvals, enforced PO-matching rules, and enabled detailed access controls by department, role, and location.
- Seamless System Integration – The platform was integrated with the client’s accounting and purchasing systems to ensure full automation from invoice capture to approval and posting.
Results Achieved
- 60% reduction in per-invoice processing costs through automation, eliminating manual data entry and paper handling.
- Eliminated 100% of postage costs by digitizing invoice submission and communication.
- 3x faster approval cycle, thanks to automated workflows and real-time invoice tracking.
- Achieved 99.5% data accuracy, reducing rework and errors in invoice posting.
- Increased early payment discounts captured by 35%, improving vendor relationships and lowering payment liabilities.
- Cut audit research time in half, with centralized digital records and search-ready invoice histories.
APS empowered the entertainment company to scale its AP operations, significantly reduce costs, and regain full control over payables, transforming invoice processing from a bottleneck into a value-driven function.
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