Managing Invoice Submission & Collections for B2B Equipment Services
A global leader in imaging and optical products with a strong B2B presence, operating an extensive network of office equipment installations across corporate enterprises in India.
The B2B Equipment Services Challenge
B2B equipment services operate on complex billing models tied to installed machine bases across corporate customer locations. Each machine installation generates recurring service invoices that must be mapped to specific purchase orders and delivered to the correct procurement teams within client organizations.
For imaging and optical equipment providers serving enterprise customers, invoice validation depends on accurate machine-to-PO mapping, correct email routing within multi-layered corporate structures, and reconciliation of service agreements spanning hundreds of installation sites.
Complex Installation Networks
Hundreds of machines across corporate sites requiring individual billing
Multi-Stakeholder Validation
Procurement, finance, and site teams all involved in approval cycles
PO-Based Billing
Each machine tied to specific purchase orders requiring exact matching
Account Reconciliation
Corporate accounts spanning multiple entities requiring regular reconciliation
B2B Service Billing Complexity
The Need: Breaking the Invoice Rejection Cycle
The company faced severe delays in invoice validation and collections, with systemic ERP data quality issues causing repeated rejections and extended AR aging
30+ Day Invoice Submission Cycle
Invoice submission stretched across 30+ days due to frequent rejections. Incorrect customer email mapping in the ERP system sent invoices to wrong users at corporate clients, causing validation delays and payment hold-ups.
PO Mapping Failures
Incorrect or outdated purchase orders mapped against machines led to repeated billing rejections. Corporate procurement teams rejected invoices that didn't match their PO records, creating endless correction cycles.
High AR Aging
High ageing in AR bucket driven by incorrect customer email mapping in the ERP system. Major customer accounts lacked proper reconciliation, creating disputed balances and unclear outstanding amounts.
ERP Data Quality Crisis
Systemic data quality issues in the ERP prevented accurate invoice routing. Customer contact mapping, machine-to-PO relationships, and account hierarchies all required extensive correction work.
Unreconciled Customer Accounts
Major customer accounts lacked proper reconciliation, creating disputed balances and unclear outstanding amounts. Corporate customers challenged invoices due to lack of clear historical accounting.
Scaling Blocked by Inefficiency
Intensive correction work needed before scaling operations to handle portfolio expansion. The business couldn't onboard new customers until fundamental process and data issues were resolved.
The Impact: Operational Transformation at Scale
Dramatic improvements across invoice submission speed, AR aging, billing accuracy, and portfolio scalability while maintaining service quality
Faster Invoice Submission
Reduced timeline from 30+ days to 9 days through ERP corrections and PO updates. Systematic data correction and validation processes eliminated the root causes of invoice rejections.
Significant AR Reduction
Brought 60+ days AR bucket to 1% despite managing 11,000+ monthly invoices. Systematic collections process and dispute resolution mechanism transformed working capital efficiency.
Improved Billing Accuracy
Correct email mapping ensured invoices reached right teams, speeding up validation cycles. Pre-submission checks and PO verification eliminated recurring rejection patterns.
Scalable Operations
Onboarded 178 new corporate customers while maintaining AR health, growing to 242 active customers. Confidence enabled continuous portfolio expansion with 64 customers in first phase and 114 in second phase.