Simplifying Accounts Payable Operations for a Leading Quick Service Restaurant Chain
Shared Service Center (SSC) Setup for Invoice Processing & Financial Controls across 150+ Outlets — A Case Study on Building Centralized Finance Operations Across India
A Growing QSR Brand Facing the Pains of Rapid Expansion
A famous quick-service restaurant chain had built a strong presence across India with over 150 outlets serving 1,000+ customers daily. As they expanded from metros to tier-2 cities, they faced financial operations challenges that were pulling focus from what mattered most — delivering great food experiences.
The company needed a partner who could understand the unique financial dynamics of multi-location food service businesses, from managing vendor relationships across diverse supply chains to handling real-time expense tracking and maintaining a strict validation system.
Industry Context
Quick Service Restaurants operate on thin margins with high transaction volumes. Every day of payment delay impacts vendor relationships, while untracked expenses directly eat into profitability. With multiple suppliers for ingredients, packaging, equipment maintenance, and utilities across each location, financial complexity grows exponentially with every new outlet.
Four Major Problems Creating Payment Delays and Operational Slowdown
As the restaurant chain scaled, their existing financial processes couldn't keep pace, creating bottlenecks that affected operations across all 150+ locations.
Vendor Payment Delays
Supply Chain ImpactManaging 4,500+ monthly invoices from suppliers, distributors, and service providers across 150+ locations created significant delays, straining relationships with vendors who kept the operations running smoothly.
Duplicate Payment Risks
Financial LeakageWithout centralized validation, the same invoice would get entered multiple times across different teams, leading to duplicate payments and month-end reconciliation nightmares that consumed valuable finance resources.
Petty Cash Management Gaps
Visibility IssuesStore-level cash expenses — from local repairs to daily operational needs — lacked proper tracking systems, making it impossible to get accurate spending visibility or control costs effectively across the network.
Manual Validation Burden
Productivity DrainEvery utility bill and vendor invoice required manual checking by finance teams, consuming hours of productive time that could be spent on value-adding financial planning and analysis activities.
Accounts Payable Automation Solution
End-to-end invoice management and expense tracking across all store locations
We implemented a comprehensive automation platform that addressed both centralized invoice processing and decentralized store operations. Our approach started with understanding their unique payment workflows, vendor ecosystem, and operational requirements across different outlet formats — ensuring the solution fit their business, not the other way around.
System Foundation
- MYNDAPX deployment for automated invoice booking
- Vendor master data consolidation across all locations
- Integration with existing accounting systems
Store Deployment
- MYNDSpendX implementation for petty cash management
- Store team training and onboarding programs
- Three-way validation system activation
Optimization
- Real-time expense monitoring dashboards
- Automated payment processing workflows
- Monthly reconciliation automation
The MYND Product Suite Powering the Digital Transformation
Combining MYNDSpendX for disciplined expense control and MYNDAPX for touchless accounts payable — below are the core capabilities used in the QSR transformation.
MYNDSpendX
Petty Cash & Expense Management- Mobile-first expense capture with receipt imaging & OCR technology
- UPI-backed centralized wallet & virtual fund allocation per store
- Automated policy checks, GL mapping & real-time reconciliations
MYNDAPX
Accounts Payable Automation- AI-driven invoice recognition & 3-way matching for higher accuracy
- Vendor self-service portal and digital KYC onboarding
- Touchless approvals, ERP integration & real-time payment status
Everything Your Multi-Location Business Needs
Comprehensive financial operations support designed for businesses with distributed operations
Invoice Processing
- Automated vendor invoice booking
- Utility bill validation and processing
- Purchase order matching and reconciliation
- Payment scheduling and tracking
Expense Management
- Store-level petty cash tracking
- Real-time expense visibility
- Category-wise spending analysis
- Cash replenishment triggers
Financial Reporting
- Three-way invoice validation (2-way & 3-way)
- Duplicate payment prevention
- Cross-location spending reports
- Vendor payment analytics
Measurable Outcomes Across All Dimensions
The transformation delivered tangible improvements that directly impacted business operations
Advantages of Partnering with Finance Operations Experts
Restaurant chains and retail businesses face unique financial challenges that traditional accounting setups struggle to handle. From managing hundreds of vendor relationships to tracking cash expenses across multiple locations, specialized automation becomes essential as you scale.
Operational Focus
Free your team from transactional paperwork so they can focus on strategic financial planning and business growth initiatives.
Vendor Management
Maintain healthy supplier relationships with timely payments, transparent communication, and digital collaboration portals.
Scalable Systems
Infrastructure that grows with your business — whether opening 10 new outlets or 100, without proportional cost increase.
Financial Control
Complete visibility into every transaction across all locations with real-time dashboards and automated compliance checks.
Ready to Scale Your Payment Operations?
Whether you're managing 50 stores or 500, our accounts payable automation platform helps you process invoices faster, track expenses better, and pay vendors on time — so you can focus on growing your business.