Scaling Up Invoice Processing: Digital Shift in Retail & Consumer Tech
How MYND helped a leading consumer electronics brand automate invoice processing across 50 plants, transforming vendor relationships and achieving unprecedented operational efficiency.
A Market-Leading Consumer Electronics Brand
The client is a well-established consumer electronics brand operating at significant scale in the Indian market. With 4,000+ invoices flowing through the system monthly across 50 manufacturing plants, and relationships with 3,500 active vendors to maintain, their accounts payable function was at the heart of business operations.
Their challenge wasn't just about volume. It was the intricate complexity of managing both domestic and international transactions, navigating complex duty structures for imported components, and meeting the relentless pressure from vendors for faster payment processing and better visibility.
What began as operational friction had evolved into strategic risk: invisible processing cycles, unmeasurable inefficiencies, and vendor relationships strained by constant status inquiries.
What Held Them Back
With 3,500 active vendors across 50 plants, the client's manual invoice processing had become a significant operational bottleneck, creating friction across the entire accounts payable function.
How Invoices Were Processed Before Automation
Legacy manual processes creating strategic risk
Bill of Entry Processing Complexity
Managing international imports required tracking 19 critical fields manually in spreadsheets, making the process error-prone and time-consuming.
- BCD, SWS, IGST calculations prone to human error
- Zero integration with core ERP systems
- Manual data entry for every import transaction
Approval Bottlenecks
Service Entry Sheets were creating systematic delays across the approval chain, slowing down the entire payment cycle.
- Personal follow-ups required for every approval
- No mobile accessibility for decision-makers
- Approvers lacked real-time visibility
Vendor Relationship Strain
The lack of transparency was eroding trust with strategic suppliers and creating unnecessary workload for the AP team.
- 60% of vendor emails asking "Where's my payment?"
- No self-service visibility for vendors
- Trust erosion with strategic suppliers
Compliance Risks
Regulatory requirements, especially around MSME payments, were becoming increasingly difficult to manage with manual processes.
- MSME payment deadlines at risk
- Limited audit trail for regulatory reviews
- Manual GSTIN validations failing
Our Solution in Action
MYNDAPX delivered intelligent invoice automation with end-to-end AP workflow capabilities, transforming the client's accounts payable operations from manual chaos to digital precision.
Invoice Automation • AP Workflow • Faster Payments
Intelligent Capture
AI extraction with 90%+ accuracy across all invoice formats
Smart Validation
Automated 3-way matching and GSTIN verification
Dynamic Workflow
Role-based routing with mobile approvals
SAP Integration
Real-time API with HANA B1 posting
Industry-First Capabilities
MYNDAPX platform delivers measurable outcomes at scale
BoE Fields Extracted
AI-powered customs document processing with automatic duty calculations for BCD, SWS, and IGST
Invoice Coverage
Material, Service, Non-PO, Transport Management, and Stock Transfer Orders all automated
Vendor Portal Users
Self-service upload, real-time tracking, and automated notifications for vendors
"Without fixing these issues, growing the business will only make things worse."
Systematic Transformation
A phased implementation approach that minimized disruption while delivering rapid value
Foundation
Deployed core invoice processing infrastructure with Material (3-way), Service (2-way), and Non-PO workflows. Enabled real-time SAP integration via APIs for PO and GRN synchronization. Activated Transport Management and Stock Transfer Order modules.
Advanced Capabilities
Launched Bill of Entry module with AI-powered data extraction. Automated Credit Note processing and vendor self-service portal for 50 vendors. Introduced confidence reporting system for continuous improvement.
User Adoption
Conducted daily war-room sessions and role-based training for AP teams, vendors, and approvers. Established a central repository of training materials and session recordings. Performed parallel run validation to ensure zero invoice loss at go-live.
Risk Mitigation Strategy
Every transformation carries inherent risks. Here's how we addressed them.
Data Migration
- Backlog clearance before go-live
- Historical data preservation
- Parallel validation runs
Vendor Readiness
- Pilot with 50 vendors first
- Dedicated training sessions
- 24/7 support during cutover
System Resilience
- GCP cloud infrastructure
- India data residency
- Automated backup/DR
From Weeks to Days
MYND's automation unlocked speed, accuracy, and control — setting a new benchmark for finance operations
Processing time reduced from 7-10 days to just 2 days
Self-service portal eliminated status inquiry calls
AP team freed from manual processing tasks
All statutory payment deadlines now met consistently
Ready to Transform Your Finance Operations?
Whether you're processing 500 invoices or 50,000 monthly, MYND's MYNDAPX platform can deliver similar results for your organization. Schedule a consultation with our accounts payable experts to explore how automation can transform your AP operations.
