Processing 30,000+ AP & AR Transactions Monthly for a Leading APAC IT Distribution Giant
Transforming fragmented finance operations into a unified, automated Shared Services Center across 30 locations in 3 countries—delivering 40% cost savings, SOX compliance, and timely vendor payments.
- Accounts Payable (AP) Processing
- Accounts Receivable (AR) Processing
- Mailroom & Document Management
- Vendor Reconciliations
- Customer Reconciliations
- Multi-State & Multi-Country Tax Compliance
- SOX Compliance & Controls
- SLA-Driven Service Delivery
A Global Leader in IT Distribution & Technology Solutions Across Asia-Pacific
Our client is one of the largest IT distribution and technology services companies in the Asia-Pacific region, operating across multiple countries with a vast network of vendors, suppliers, and enterprise customers. Managing high-volume procurement, complex vendor ecosystems, and multi-currency transactions, the organization required finance operations that could match its scale and sophistication.
The IT distribution industry operates on razor-thin margins with high transaction volumes. Every day of delayed payment affects vendor relationships, credit terms, and ultimately, competitive positioning. Similarly, efficient receivables management directly impacts working capital and the ability to fund growth. For a company processing thousands of transactions daily across multiple jurisdictions, finance operations aren't just back-office functions—they're strategic enablers.
With operations spanning India, the Middle East, Africa, and Singapore, the company faced the challenge every multinational encounters: maintaining consistent processes and controls while navigating diverse regulatory environments, tax structures, and business practices.
Industry Context
IT distribution companies typically handle thousands of SKUs, work with hundreds of vendors, and serve enterprise customers with varying payment terms. The complexity multiplies with each geography added. Success requires not just processing efficiency but strategic visibility into cash flows, vendor relationships, and compliance status across jurisdictions—making centralized, technology-enabled finance operations essential for competitive advantage.
Why Transformation Became Essential
Rapid growth across the Asia-Pacific region had outpaced the finance organization's ability to scale. What worked for a single-country operation was creating friction, cost overruns, and compliance risks as the business expanded.
Semi-Centralized, Cost-Intensive Structure
Finance operations were distributed across regional teams without clear ownership or standardization. Each location maintained its own processes, systems, and reporting formats—creating redundancy in staffing, technology, and overhead costs that scaled linearly with business growth.
Lack of Process Standardization
Without documented standard operating procedures, every location interpreted invoice processing, vendor payments, and reconciliation differently. This made centralized governance impossible, increased error rates, and created significant audit and compliance exposure.
Delayed Vendor Payments
Manual approval workflows, paper-based invoice routing, and lack of visibility into payment queues resulted in chronic payment delays. Vendors began demanding stricter terms, affecting procurement costs and threatening key supplier relationships critical to operations.
Poor MIS & Management Visibility
Leadership lacked real-time insights into AP aging, AR collection status, cash flow projections, and vendor performance. Month-end reporting was a manual exercise that delivered stale data, making proactive financial management nearly impossible.
Multi-State & Multi-Country Tax Complexity
Operating across India's diverse state tax regimes, plus MEA and Singapore, required expertise in multiple GST structures, withholding tax requirements, and regulatory frameworks. Fragmented teams couldn't maintain consistent compliance across jurisdictions.
SOX Compliance Requirements
As a publicly accountable organization, the company required SOX-compliant controls over financial reporting. The distributed, manual processes made maintaining proper segregation of duties, audit trails, and documentation extremely challenging.
Implementation Timeline Requirements
Aggressive phased rollout with parallel run validationCentralized Excellence, Powered by Automation
We designed and implemented a comprehensive Finance Shared Services Center that consolidated all 30 locations under unified workflows, standardized controls, and automation technology—while enabling the client to maintain strategic governance oversight.
Vendor Portal & Self-Service
Deployed a comprehensive vendor management portal enabling suppliers to submit invoices electronically, track payment status, manage their master data, and resolve queries without manual intervention.
- Digital invoice submission & tracking
- Real-time payment status visibility
- Vendor self-service for KYC updates
- Automated query resolution workflows
Workflow Automation & Approvals
Implemented intelligent workflow automation for invoice approvals, exception handling, and payment processing—replacing manual routing with rule-based automation and configurable approval hierarchies.
- Configurable approval workflows
- Automated exception flagging
- Real-time tracking & notifications
- Mobile-enabled approvals
BPM-ERP Integration
Seamlessly integrated our Business Process Management tools with the client's existing ERP system, enabling straight-through processing, automated data synchronization, and real-time financial reporting.
- Real-time ERP synchronization
- Automated journal entries
- Zero manual data re-entry
- Consolidated MIS reporting
SLAs, KPIs & System Controls
Established comprehensive Service Level Agreements with measurable KPIs, implemented SOX-compliant controls including segregation of duties, audit trails, and automated compliance monitoring.
- Defined SLAs for all processes
- Real-time KPI dashboards
- SOX-compliant controls framework
- Automated compliance monitoring
Centralized Delivery Model
All 30 locations across 3 countries now operate under one unified Shared Services Center. The client retained strategic control and governance while MYND's dedicated team handles complete day-to-day operational delivery.
This model eliminated regional redundancies, standardized processes across geographies, and created a scalable foundation that grows with the business—without proportionally increasing operational costs.
SSC
From Vision to Value in 15 Weeks
We executed a carefully phased rollout that minimized business disruption while delivering rapid time-to-value. Each phase built upon the previous, creating a stable foundation for scaling operations across geographies.
Foundation & Domestic Consolidation
Consolidated all Indian operations under a single Shared Services Center with standardized processes, technology deployment, and team onboarding—all within 10 weeks, followed by a 5-week parallel run to ensure accuracy and stability.
Automation & Technology Enhancement
Deep integration between MYND's Business Process Management tools and the client's ERP system, enabling automated data flows, workflow automation, and real-time reporting capabilities that transformed manual processes into touchless operations.
MEA & Singapore Rollout
Extended the unified SSC model to Middle East, Africa, and Singapore operations—incorporating local regulatory requirements, multi-currency processing, and cross-border compliance capabilities while maintaining consistent service quality and controls.
Project Delivered Within Agreed Timelines
The entire Phase I automation was completed within the agreed 15-week timeline, with zero business disruption during transition. Today, MYND manages an 80-person SSC team serving the client's complete APAC finance operations with consistent accuracy and compliance.
Transforming Operations, Delivering Impact
The transformation delivered quantifiable benefits across cost efficiency, process speed, compliance, and vendor relationships—creating sustainable competitive advantage for the client's finance operations.
Cost Optimization Through Consolidation
Achieved 40% cost savings at Total Cost of Ownership (TCO) level through intelligent consolidation of 30 locations, process standardization, and automation. Reduced regional accounting officer headcount and associated costs including ERP license expenses.
Accelerated Invoice Processing
Dramatically reduced invoice processing time through creation of a digital e-library of invoices and implementation of online approval workflows. What previously took days now completes in hours, with real-time tracking and visibility throughout the process.
Fixed to Variable Cost Model
Transformed the finance function from a fixed-cost burden to a variable-cost model that scales with business volume. This flexibility allows the organization to manage seasonal variations and growth without proportional cost increases.
Process Standardization
Implemented consistent, documented processes across all 30 locations and 3 countries. This standardization eliminated regional variations, reduced error rates, improved audit readiness, and created a scalable foundation for future expansion.
Enhanced Vendor Satisfaction
Transformed vendor relationships through timely, predictable payments enabled by automated workflows and real-time visibility. Vendors now have self-service access to payment status, reducing query volumes and strengthening supplier partnerships.
Additional Operating Savings
Beyond the initial 40% TCO reduction, achieved an additional 10% savings in cost of operations through the static costing model—providing predictable, transparent pricing that further improved financial planning and budget management.
Today: A Fully Operational APAC Finance SSC
What began as a transformation project is now a mature, high-performing Shared Services Center that has operated continuously for over 5 years—serving as the finance backbone for the client's Asia-Pacific operations.
Current Operating Scale
Technology & Controls
Platform
MYND BPM tools for workflow automation and vendor management
Integration
Seamless ERP connectivity with real-time data synchronization
Controls
Comprehensive SLAs, KPIs, and system controls implementation
Reporting
Real-time MIS dashboards and management reporting
Compliance & Certifications
Explore What This Could Look Like for Your Organization
Whether you're managing high-volume AP/AR operations across multiple locations, struggling with vendor payment delays, or seeking to consolidate fragmented finance processes—MYND's proven approach can help you achieve similar results.
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