Accounts Payable Process Transformation
Processing of over 16,000 AP transactions per month for a leading consumer products company in India. A comprehensive transformation that centralized operations across 18 locations, achieved 28% cost savings, and delivered 100% compliance with government payment guidelines.
Engagement Overview
A comprehensive accounts payable transformation engagement for one of India's leading consumer products companies. The project combined process centralization, technology deployment, and operational excellence to deliver measurable business outcomes.
Understanding the Client's Needs
Before engaging with MYND, the client faced significant operational inefficiencies across their accounts payable function that were impacting vendor relationships, compliance, and overall business performance.
Business Context
As a leading consumer products company in India, the client operated across 18 locations with a decentralized accounts payable structure. This distributed model created significant challenges in maintaining consistency, controlling costs, and ensuring timely vendor payments—particularly critical for compliance with Government of India guidelines requiring payment to privileged vendors within 15 days from invoice date.
The consumer products industry in India faces unique AP challenges including high invoice volumes, complex vendor ecosystems spanning raw material suppliers to logistics partners, and stringent regulatory requirements around tax compliance across multiple states. Manual processes and siloed operations were creating bottlenecks that threatened vendor relationships and operational efficiency.
Industry Context
Consumer products companies typically manage hundreds of vendors across categories including raw materials, packaging, logistics, and services. Efficient AP operations are critical for maintaining supplier relationships, capturing early payment discounts, and ensuring uninterrupted supply chains.
Vendor Invoice Processing Issues
Management of vendor invoice processing was fragmented, leading to delays, errors, and inconsistent handling across locations.
Decentralized Operations Across 18 Locations
Centralization of work was needed for 18 locations to create unified processes and eliminate operational silos.
Government Compliance Requirements
On-time payment to privileged vendors as per Government of India guidelines (15 days from invoice date) was not being consistently achieved.
Heavy People Cost
Distributed responsibility structure was resulting in heavy people cost without corresponding efficiency gains.
Aggressive Timeline
Transition and Go-Live required completion in just 8 weeks to minimize business disruption.
PO Issuance Delays
On-time PO issuance was inconsistent, affecting procurement cycles and vendor planning.
Transport Invoice Verification
Transport invoice verification required specialized handling due to complex rate structures and documentation requirements.
A Comprehensive Transformation Approach
MYND designed and implemented a multi-faceted solution combining process centralization, technology deployment, and specialized expertise to address each of the client's challenges systematically.
Strategic Approach
Our approach focused on three pillars: digitization of processes using our proprietary MYNDAPX Lite platform, centralization of operations through a dedicated Shared Service Centre in Gurgaon, and deployment of specialized teams for complex processes like transport invoice verification.
The transformation was designed to not only address immediate operational challenges but also create a scalable, future-ready AP function capable of supporting the client's growth objectives.
Technology Foundation: MYNDAPX Lite
Digitization of process using Vendor Portal, Workflow tool, Auto alerts and more—enabling end-to-end visibility and control across the entire AP lifecycle.
Integration of Processes Using Technology
Seamless integration of all AP processes through MYNDAPX Lite, eliminating manual handoffs and creating a unified workflow from invoice receipt to payment execution.
Mailroom & Invoice Receiving Desks
Setup of dedicated mailroom and special invoice receiving desks at 6 key locations to ensure proper document capture and routing from the point of entry.
Pre-Dispatch Verification Process
Implementation of pre-dispatch verification process to catch errors before payments are released, reducing rework and ensuring accuracy.
Centralized Shared Service Centre
Establishment of a centralized Shared Service Centre for invoice processing at Gurgaon, consolidating operations from 18 distributed locations.
Reconfigured PO Creation Team
Reconfiguration of PO creation team with a cluster of engineers and Vendor Relationship Experts working collaboratively to ensure timely and accurate PO issuance.
Strict SLA & Governance Structure
Implementation of strict SLA and governance structure to achieve set targets with clear accountability, escalation paths, and performance monitoring.
Specialist Transition Team
Deployment of specialist team for transition and process set-up, ensuring knowledge transfer and minimal disruption during the 8-week go-live timeline.
Transport Invoice SME Team
SME deployment for transport invoice verification and processing, bringing specialized knowledge of complex rate structures and documentation requirements.
Measurable Business Impact
The transformation delivered significant, quantifiable improvements across cost, compliance, and operational efficiency metrics—establishing a foundation for sustained performance excellence.
TCO Cost Savings
Cost savings at TCO level of 28% delivered through centralization, eliminating redundant roles and leveraging shared resources across locations.
On-Time Project Delivery
On-time project delivery with 8 weeks process Go-Live and Vendor portal deployment within 3 months of kick-off, meeting all timeline commitments.
Full Government Compliance
100% compliance for on-time payment as per Government of India guidelines, ensuring privileged vendors receive payments within the mandated 15-day window.
Centralized Controls
Centralized controls and activity integrations providing single-point visibility into all AP operations across the organization.
Variable Cost Model
Fixed cost model turned into variable cost, allowing the client to scale AP operations based on business volume without fixed overhead burden.
Knowledge Management
Knowledge Management by MYND ensuring process documentation, training materials, and institutional knowledge are preserved and continuously improved.
Enhanced Experience
Enhancement of vendor and user experience by eliminating NVAs (non-value-added activities) and implementing standard processes across all locations.
MYNDAPX Lite: Powering the Transformation
At the heart of this transformation was MYNDAPX Lite—MYND's proprietary accounts payable automation platform. Designed specifically for high-volume, multi-location AP operations, the platform delivered the digitization, integration, and visibility needed to achieve the client's objectives.
The platform's modular architecture allowed for rapid deployment while maintaining the flexibility to accommodate the client's unique processes and SAP integration requirements.
Vendor Portal
Self-service portal enabling vendors to submit invoices, track payment status, and manage their profile information.
Workflow Engine
Configurable approval workflows with multi-level routing based on amount, vendor category, and business rules.
Auto-Alert System
Proactive notifications for payment deadlines, approval bottlenecks, and compliance requirements.
MYNDAPX Lite
Accounts Payable AutomationReady to Transform Your Accounts Payable Operations?
Whether you're processing 1,000 or 100,000 invoices per month, MYND can help you achieve similar results. Schedule a free consultation to discuss your specific challenges and discover how our integrated approach can deliver measurable business outcomes.
