AP Transformation for a Petroleum Products Manufacturing Company
From Fragmented AP Operations to a Centralized Shared Service Transformation — A UAE-headquartered petroleum products manufacturer partnered with MYND to consolidate scattered Accounts Payable workflows across its India operations into a unified, technology-enabled Shared Service Center.
Transforming Fragmented Operations into Centralized Excellence
A UAE-headquartered petroleum products manufacturer was facing inconsistent Accounts Payable (AP) workflows across its SME units in India. The lack of standardization led to higher operating costs, fragmented accountability, and mounting pressure to streamline finance operations. With just four weeks to establish a PAN-India operating model, the company partnered with MYND to design and implement a centralized AP Shared Service Center (SSC).
Powered by SAP integration, OCR technology, and a flexible cost model, the SSC delivered rapid scalability and tighter process control. The transformation enabled the client to handle 5,000+ transactions monthly with a team of experienced bilingual professionals, while reducing total cost of ownership by approximately 40%.
Petroleum Industry Context
The petroleum sector in India operates under complex regulatory frameworks including GST compliance, environmental regulations, and multi-state tax requirements that demand precision in financial operations.
Multi-Location Complexity
Operating across multiple SME units means managing diverse vendor relationships, varying payment cycles, and location-specific compliance requirements that challenge centralized oversight.
Time-Critical Transformation
The 4-week deadline required a partner capable of rapid deployment without compromising quality—balancing speed with sustainable, scalable solutions designed for long-term success.
The Reality on the Ground
Operating across multiple SME units in India, the petroleum manufacturer struggled with decentralized AP processes that created inefficiency, compliance risk, and unnecessary costs. Each location operated independently with its own workflows, vendor relationships, and payment cycles—making it nearly impossible to maintain consistent standards or gain visibility into overall financial performance.
Increasing Costs
Escalating operational costs driven by split responsibilities and manual work across distributed SME operations. Without centralized oversight, invoice processing required redundant effort at each location, inflating the total cost of ownership and preventing economies of scale.
Fragmented Processes
Non-uniform AP workflows across distributed SME operations, causing inconsistent outcomes and making it difficult to enforce standard operating procedures. Each unit maintained its own vendor master data, payment terms, and approval hierarchies, creating reconciliation challenges.
Tight Deadline
4-week transformation deadline for PAN India Phase I launch. The business urgency left no room for lengthy planning cycles or gradual rollouts—the company needed a partner who could deliver fast without compromising quality or risking operational disruption.
Future Expansion
Anticipated Phase II scope to absorb import and customs-related workflows. The solution needed to be architected for scalability from day one, with infrastructure capable of handling more complex document types and regulatory requirements as international operations expanded.
Building a Scalable Finance Blueprint
MYND Integrated Solutions designed a technology-enabled SSC model that combined process redesign, centralized governance and bilingual SME deployment. The approach balanced speed (to meet the 4-week target) with long-term scalability: establish a single operating model, adopt OCR to accelerate document handling, and move to a variable cost model so capacity could grow without fixed overheads.
Our Strategic Approach
Three-pillar methodology for rapid transformation
Consolidate Operations
Brought all AP processing from multiple SME units into a single, centralized Shared Service Center with unified governance and accountability structures to eliminate fragmentation.
Standardize Processes
Reengineered workflows to create consistent, repeatable processes across all locations. Implemented SAP-based controls with OCR technology for automated invoice capture and validation.
Deploy Technology
Moved to a variable cost model enabling flexible capacity scaling. Established bilingual SME teams with 3+ years F&A experience to handle complex petroleum industry requirements.
The combination of process excellence, technology automation, and experienced talent created a sustainable operating model capable of handling Phase I requirements while being architected for future expansion into import and customs workflows.
From Kick-off to Go-Live in Just 4 Weeks
A phased, high-speed transition ensuring stability, compliance, and business continuity. The compressed timeline required precise coordination across teams, rigorous testing protocols, and proactive risk mitigation. Each week had specific deliverables and quality gates to ensure the SSC would be production-ready without compromising accuracy or compliance standards.
Rapid Onboarding & Governance
- Onboarded a 10-member SSC team with 3+ years of F&A experience
- Defined governance structures with KRA-based accountability and escalation matrix
- Ensured readiness for smooth transition through documentation and role clarity
- Conducted stakeholder workshops to align business objectives and key KPIs
Process Standardization & Tech Setup
- Reengineered AP workflows to eliminate manual dependencies
- Configured OCR connectors to SAP for automated invoice capture and validation
- Established SLA-driven checkpoints and compliance checks (SOX, GST, multi-state tax)
- Designed SOPs to ensure consistency across stores
Pilot & Exception Handling
- Ran pilot transactions in parallel with existing processes to validate accuracy
- Fine-tuned bank/vendor reconciliation rules to reduce mismatches
- Tested inbound shipment document verification (SCD/SES) and built exception-handling playbooks
- Identified process gaps and implemented corrective measures before full rollout
Go-Live & Hypercare
- Launched PAN India Phase I operations with all processes stabilized
- Provided hypercare support with real-time issue resolution and dedicated helpdesk
- Closely monitored KPIs (turnaround time, compliance adherence, accuracy rates)
- Delivered a seamless transition ensuring no disruption in business operations
Key Engagement Highlights
The transformation went beyond technology implementation—it required the right combination of experienced people, integrated systems, robust governance frameworks, and comprehensive service coverage. Here's how MYND delivered an enterprise-grade SSC in just four weeks.
People Plus Process
Expert Team DeploymentA 10-member team managed AP, payments, reconciliations, shipment verification, and SCD/SES activities. Each team member brought specialized F&A expertise with bilingual capabilities essential for handling multi-state operations and vendor communications across India.
ERP & Integration
Technology StackAutomated invoice capture and validation through SAP and OCR. The OCR connectors eliminated manual data entry for invoice processing, enabling faster turnaround times and reducing errors from manual transcription while maintaining full audit trails in SAP.
Governance & Compliance
Regulatory FrameworkComprehensive governance framework with SLA-driven operations and SOX controls for financial accuracy. Multi-state and multi-country tax compliance ensuring adherence to GST regulations, withholding tax requirements, and statutory reporting across all operational jurisdictions.
Scope of Services
Complete AP CoverageComplete coverage of AP processing, payment execution, bank/vendor reconciliation, inbound shipment document verification, and SCD/SES activities. The petroleum industry requires specialized handling of shipping and customs documents—capabilities MYND delivered from day one with industry-experienced team members.
Measurable Transformation Results
The partnership with MYND delivered quantifiable improvements across cost efficiency, processing capacity, and operational speed—setting a foundation for Phase II expansion.
Additional Business Benefits Delivered
Explore What This Could Look Like for You
Whether you're managing fragmented AP operations across multiple locations, preparing for rapid expansion, or simply looking to reduce operational costs, MYND delivers proven frameworks backed by 22+ years of experience serving 1,000+ enterprises. Let's discuss how we can design a tailored solution for your business.
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