Accounts Payable Transformation for a Global Renewable Energy Leader
How MYND Integrated Solutions transformed AP for a renewable energy firm, processing 9,000+ invoices monthly with 80% touchless automation through MYNDAPX — our AI-powered digital platform.
- Industry Renewable Energy
- Solution MYNDAPX Platform
- Vendors 10,000+ Registered
- Monthly Volume 9,000 Invoices
- Implementation 20 Weeks
- ROI Timeline Within 12 Months
From Manual Chaos to Intelligent Automation
A leading Renewable Energy producer partnered with MYND Integrated Solutions to transform their accounts payable operations, which were struggling to keep pace with explosive growth. The implementation of MYNDAPX, MYND's proprietary AI-powered digital platform, revolutionized invoice processing across 10,000 vendors and 9,000 monthly invoices.
The renewable energy sector in India has experienced remarkable expansion, with installed capacity growing exponentially over the past decade. This growth, while essential for the nation's clean energy transition, brought unprecedented operational challenges. Finance teams found themselves drowning in paperwork as vendor relationships multiplied across solar, wind, and hybrid energy projects spanning multiple states.
This AP transformation initiative delivered measurable impact: processing time dropped by 70%, total cost of ownership decreased by 25%, and 80% of invoices now flow through the system untouched by human hands. More importantly, the AP team shifted from manual data entry to strategic vendor management and working capital optimization.
Rapid Expansion Exposed Critical AP Bottlenecks
Rapid expansion in the renewable energy sector brought unprecedented challenges to our client's finance operations. Their vendor base had exploded to 10,000 suppliers within a decade, while monthly invoice volumes reached 9,000 documents — pushing legacy systems and manual processes to breaking point.
Rapid Vendor Expansion
Manual email submissions and disparate spreadsheets created long queue times, frequent data re-entry errors, and limited visibility for vendors and procurement stakeholders. The absence of a centralized system meant each project site operated in silos, duplicating vendor records and creating reconciliation nightmares across the organization.
High Processing Effort
30 FTEs dedicated solely to AP operations struggled to maintain SLAs. Paper handling and offline approvals stretched the invoice-to-payment cycle, missing early payment discounts worth lakhs annually. The team spent 80% of their time on data entry and validation rather than strategic finance activities.
Compliance Complexity
Regulatory requirements mandated archival of physical originals. Tracking hard copies through authorization chains created bottlenecks and significant audit risks. GST reconciliation across multiple state registrations added another layer of complexity, with frequent mismatches leading to ITC losses.
Comprehensive Digital Transformation Strategy
MYND Integrated Solutions deployed a comprehensive digital transformation strategy centered on the MYNDAPX platform, combining intelligent automation with robust governance frameworks to address every pain point identified during discovery.
Vendor Self-Service Portal
Cloud-based portal enabling suppliers to upload e-invoices, view real-time status updates, access remittance advice, and raise queries within a unified interface. The portal eliminated email-based submissions and provided vendors 24/7 visibility into payment timelines, dramatically improving supplier relationships.
Intelligent Document Processing (IDP)
GenAI-based OCR and machine learning engine extracting header and line-item data with 80% of invoices bypassing human touch entirely. The system learns from corrections, continuously improving extraction accuracy for vendor-specific invoice formats common in the renewable energy supply chain.
Configurable Business Rules
Embedded approval hierarchies, 3-way matching thresholds, and tax validations with automated exception alerts and direct ERP posting. The rules engine handles complex scenarios including partial deliveries, retention amounts, and project-wise cost allocation specific to renewable energy projects.
Physical Document Governance
Comprehensive tracking of physical invoices with scanning, digital linking, and secure storage routing to ensure regulatory compliance. Every physical document is assigned a unique identifier, tracked through the authorization chain, and archived with full audit trail for statutory requirements.
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A Phased Approach to Transformation
The transformation followed a phased approach designed to minimize disruption while maximizing adoption and results across the organization.
Discovery & Design
Process baseline assessment, pain-point mapping, and KPI definition. Our team conducted detailed workshops with finance, procurement, and IT stakeholders to document existing workflows and define success metrics.
Pilot Rollout
1,000 invoices across top 50 vendors were processed through the new system. This controlled pilot allowed us to fine-tune OCR models, validate business rules, and gather user feedback before full deployment.
Full Deployment
Complete vendor onboarding, ERP integration with SAP, and comprehensive staff training across all locations. Phased vendor migration ensured no disruption to payment cycles during transition.
Continuous Improvement
ML model retraining with new invoice formats, SLA monitoring, and quarterly business reviews to identify optimization opportunities. Regular updates ensure the system evolves with business needs.
Exceptional Results Across All KPIs
The MYNDAPX implementation delivered exceptional results across all key performance indicators, fundamentally transforming the client's AP operations.
Working Capital Optimization
Earlier capture of cash discounts up to 1.5% on strategic spend through faster processing. The accelerated invoice-to-pay cycle enables better cash flow planning and improved supplier payment terms negotiations.
Workforce Transformation
AP team refocused on dynamic discount negotiation, payment-term alignment, and supplier performance analytics. Staff now handle strategic activities instead of manual data entry, improving job satisfaction and retention.
Vendor Satisfaction
Self-service capabilities and real-time visibility dramatically improved supplier relationships. Vendors now have 24/7 access to invoice status, payment schedules, and remittance advice through the portal.
Scalability
Cloud architecture accommodates seasonal invoice spikes without performance degradation. The system seamlessly handles volume fluctuations during peak construction and maintenance periods without additional infrastructure investment.
What Made This Transformation Succeed
Stakeholder Alignment
Workshops with finance teams and vendors streamlined AP workflows, ensuring smooth adoption and reduced resistance to change. Executive sponsorship from the CFO ensured resource availability and cross-functional cooperation.
Scalable Architecture
The cloud solution handled 9,000+ monthly invoices effortlessly, maintaining speed and accuracy even during seasonal peaks. Auto-scaling capabilities eliminated concerns about infrastructure limitations during high-volume periods.
Regulatory Compliance
Automated audit trails, GST validation, and physical-copy tracking ensured full statutory compliance in a highly regulated sector. The system maintains complete documentation for regulatory audits and internal controls.
Data-Driven Governance
Real-time dashboards provided visibility into SLAs and invoice status, driving proactive control and continuous improvements. Management gained unprecedented insight into AP performance metrics and trends.
Insights for Future Implementations
Early Vendor Engagement
Incentive programs such as prioritized payments drove rapid portal adoption and compliance. Vendors who adopted early received faster payment processing, creating positive momentum across the supplier base.
Continuous Model Tuning
Regular training of the OCR engine on new vendor layouts sustained touchless rates above 80%. The machine learning models improve continuously as they process more invoices from diverse suppliers.
Proactive Compliance
Embedding compliance checkpoints at ingestion rather than pre-payment reduced costly reversals. Issues are identified and resolved before they impact payment cycles or vendor relationships.
Change Management
Comprehensive training and support ensured smooth transition for both internal teams and vendors. Dedicated change champions within each department accelerated adoption and addressed concerns promptly.
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