Automating Accounts Payable & Petty Cash Workflows for Leading QSR Chain
From Manual Processes to Automated Excellence: A Journey of Growth with Scaling to 600+ Stores
Partnership at a Glance
Transforming Finance Operations at Scale
A Leading Force in India's Fast Food Retail Sector
A prominent player in India's fast food retail sector has established itself as one of the country's leading brands. With an impressive network spanning across India, they grew from 120 to 600+ outlets—a remarkable 5x expansion that required equally remarkable operational scaling.
To match this scale, there was a critical need to grow Finance & Accounting operations. The client needed a partner who could not only handle the volume but also bring the technological sophistication required for modern finance operations.
Here's where MYND partnered to establish shared service centers with tech-enabled AP processing & petty cash management, alongside comprehensive financial & GL accounting, AR management, and structured MIS reporting—supporting their aggressive expansion strategy.
Quick Service Restaurant Industry
The QSR sector in India has witnessed explosive growth, with the market projected to reach significant valuations. Managing finance operations across hundreds of outlets—each with daily transactions, petty cash needs, and vendor payments—presents unique challenges that require specialized solutions.
The Growth Challenge
Scaling Finance Operations in a Rapidly Expanding Business
The company's rapid expansion exposed critical gaps in their AP & petty cash management infrastructure:
Need for Scalable Infrastructure
Rapid expansion from 120 to 600+ stores required a highly scalable back-end finance & accounting structure that could grow without breaking.
Manual Process Dependencies
Heavy reliance on Excel-based manual tasks limiting operational efficiency, creating bottlenecks, and increasing error rates as volume grew.
Resource Allocation Issues
Finance teams unable to focus on strategic matters due to operational burden. Most time spent on transaction processing instead of analysis.
Lack of Process Control
Absence of SLA-driven frameworks affecting transparency and efficiency. No standardized metrics to measure performance across locations.
Petty Cash Management
No automated workflow for managing petty cash expenses across multiple locations. Store-level cash handling lacked visibility and control.
Transition Requirements
Need for smooth migration from existing service provider including year-end closure and audit handover without disrupting operations.
MYND's Three-Phase Transformation
A structured approach to building scalable finance operations—from establishing the foundation to achieving continuous optimization.
Shared Service Center (SSC) Setup
Centralized SSC
Built a Shared Service Center to centralize transaction processing and queries close to the business teams.
Invoice Control
Centralized invoice processing and vendor management under SLA-driven workflows for reliable outputs.
Transitioned F&A
Smoothly moved Finance & Accounting from the previous partner, including year-end closure and audit handover.
Petty Cash Support
Provided store-level petty cash handling and replenishment processes.
Automation & Process Enhancement
MYNDAPX Deployment
Deployed MYNDAPX to automate invoice management, GRN/PO validation and payment workflows.
MYNDSpendX (PCMS)
Implemented SpendX (SaaS) to track, approve and control petty cash across stores.
Process Documentation
Created formal process documentation and MIS for consistent implementation and reporting.
SME Support
Embedded subject-matter experts for AP, AR, GL and financial accounting to ensure quality and handholding.
Scale & Continuous Improvement
Scalable Model
Scaled SSC to support rapid store growth (from ~120 to 600+ outlets) without loss of control.
Store Visibility
Improved P&L visibility at store level and strengthened connect between finance and operations.
High Compliance
Achieved >99% SLA compliance and >99% accuracy in revenue reconciliation and accounting.
Cost Efficiency
Delivered ~25–30% cost efficiency through volume-driven scalability and process improvements.
Format Optimization
Optimized processes for both Company-Owned (COCO) and Franchise (FOFO) store formats.
Intelligent Automation Powering the Transformation
Two purpose-built platforms from the MYNDX suite working together to deliver end-to-end automation for payables and petty cash management.
Invoice automation • AP workflow • Faster payments
MYNDAPX
Automates invoice capture, GRN/PO matching and payment workflows—removing manual entry and bottlenecks so teams pay accurately and on-time.
Key Benefits
Use-case highlight
Auto GRN-to-invoice matching to eliminate manual reconciliation delays.
Estimated impact: faster cycle times & improved cashflow control
Petty cash control • Store-level approvals • Reconciliation
MYNDSpendX
Digitizes store-level petty cash flows: request → approval → disbursement → reconciliation—with real-time visibility and policy controls.
Key Benefits
Use-case highlight
Weekly petty cash refilling with automated approvals and receipts capture.
Estimated impact: tighter control & reduced reconciliation timeResults That Drive Growth
Transforming operations with measurable outcomes across all key metrics
Operational Excellence
Exceptional SLA compliance leading to outstanding business satisfaction. High accuracy in revenue reconciliation and accounting processes.
Cost Efficiency
Significant cost reduction through scalable operations and volume optimization. Highly scalable back-end infrastructure supporting rapid business growth.
Enhanced Visibility
Improved store-level P&L visibility enabling better business decision-making. Stronger connections established between finance and business teams.
Process Transformation
Streamlined petty cash management across all locations. Full automation of manual tasks with enhanced transparency through structured reporting systems.
The Numbers that Scaled with Partnership
A 3+ year journey from 120 outlets to 600+ stores—built on trust, technology, and operational excellence.
Ready to Fix Your Petty Cash & Payables Operations?
Whether you're managing 10 outlets or 1,000, MYND's integrated approach to accounts payable and petty cash management can transform your finance operations. Let's discuss how we can support your growth journey.
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