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 setting up Shared Service Center across India
CLIENT OVERVIEW
A famous quick-service restaurant chain had built a strong presence across India with over 150
outlets serving 1000+ customers daily. As they expanded from metros to tier-2 cities, they faced
financial operations challenges that were pulling focus from what mattered most i.e. 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 on-time expense tracking and maintaining a strict validation system.
The Challenges
Four major problems creating payment delays and operational slow-down
Vendor Payment Delays
Managing 4500+ monthly invoices from suppliers, distributors, and service providers across 150+ locations created delays, straining relationships with vendors who kept the operations running.
Duplicate Payment Risks
Without centralized validation, the same invoice would get entered multiple times across different teams, leading to duplicate payments and month-end reconciliation.
Petty Cash Management Gaps
Store-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.
Manual Validation Burden
Every 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.
MYND's 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.
Phase 1
- MYNDAPX deployment for automated invoice booking
-
Vendor master data consolidation.
-
Integration with existing accounting systems.
Phase 2
- SpendX implementation for petty cash management.
Store team training and onboarding.
Three-way validation system activation.
Phase 3
- On-time expense monitoring dashboards
Automated payment processing workflows.
Monthly reconciliation automation.
TECHNOLOGY USED IN TRANSFORMATION
The MYND product suite powered the digital transformation — combining SpendX for disciplined expense control and APX for touchless accounts-payable. Below are the core capabilities used in the QSR transformation.
MYND SpendX
- Mobile-first expense capture with receipt imaging & OCR
- UPI-backed centralized wallet & virtual fund allocation
- Automated policy checks, GL mapping & realtime reconciliations
MYND APX
- AI-driven invoice recognition & 3-way matching for higher accuracy
- Vendor self-service portal and digital KYC
- Touchless approvals, ERP integration & real-time payment status
Our Service Portfolio
Everything your multi-location business needs..
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
- On-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
Results That Drive Business Forward
Zero Duplicate Payments
Automated validation catching errors before processing
On-Time Payment Processing
Improved supplier relationships and terms
4500+ Monthly Invoices Processed
Finance team focusing on value adding work
On-Time Expense Tracking
Complete transparency across all 150+ stores
Automated Petty Cash Management
Better spending insights and controls
Why Multi-Location Businesses Choose Payable Automation
Advantages of partnering with finance operations Experts
Restaurant chains and retail businesses face multiple 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
Vendor Management
Scalable Systems
Financial Control
Ready to Scale Your Payment Operations?
Whether you're managing 50 stores or 500, our payable automation platform helps you process invoices faster, track expenses better, and pay vendors on time — so you can focus on growing your business.
Talk to Our Team About Your RequirementsReady to Transform Your Finance Operations?
