Managing Invoice Submission and Collections for B2B Equipment Services
A global leader in imaging and optical products with a large B2B presence across corporate enterprises in India. Managing 11,260+ monthly invoices across 242+ customers — while bringing 60+ day AR ageing down to just 1%.
B2B Equipment Services and the AR Challenge
Companies supplying office equipment — printers, copiers, imaging systems — to large corporate clients operate one of the most invoice-intensive business models in the B2B world. A single enterprise customer may run dozens of machines across multiple locations, each with its own purchase order, service contract, and billing contact.
Getting invoices to the right person at the right time is not a billing problem. It's an operational precision problem. Incorrect email routing, mismatched PO numbers, and unreconciled accounts are among the most common causes of AR ageing in this sector — often silently eroding cash flow for months before corrective action is taken.
Scaling the customer base without first fixing the underlying data quality in the ERP compounds the problem rapidly. MYND's intervention focused on exactly this: clean the foundation, then scale with confidence. Learn more about our Accounts Receivable services.
Complex PO Structures
Corporate clients maintain machine-level purchase orders, creating high volume of distinct billing references that must stay current.
Multi-Stakeholder Routing
Invoices must reach the correct AP contact within each client's finance team — one error causes rejection cycles and payment delays.
Reconciliation Complexity
Large accounts accumulate disputed balances quickly when periodic reconciliation is not done — creating unclear outstanding positions.
Portfolio Expansion Pressure
Growing customer portfolios demand a clean AR base before onboarding — otherwise new accounts inherit the same systemic problems.
What Needed to Change
An expanding corporate portfolio, invoice cycles stretching beyond 30 days, and mounting AR ageing — the challenges were systemic, not superficial. Fixing them required a structured audit, not just a workaround.
Prolonged Invoice Submission
Invoice submission stretched across 30+ days due to frequent rejections, creating extended cash conversion cycles and strain on working capital.
Incorrect Email Mapping in ERP
High AR ageing was directly driven by wrong customer email IDs in the ERP system — invoices were being sent to incorrect contacts at corporate clients, causing validation delays and payment hold-ups.
Outdated Purchase Orders
Incorrect or outdated purchase orders mapped against machines led to repeated billing rejections, requiring rework on a large proportion of invoices before they could be resubmitted.
Missing Account Reconciliations
Major customer accounts lacked proper reconciliation, creating disputed balances and unclear outstanding amounts that neither party could verify or close confidently.
Disputed Balances with No Resolution Path
Without a formal dispute resolution mechanism, corporate customer queries were handled ad hoc, leaving balances unresolved for extended periods and blocking collections.
Operations Not Ready to Scale
Intensive correction work was needed before the portfolio could be expanded. Onboarding new customers on top of unresolved AR issues would have amplified the existing backlog.
A Structured Approach to AR Accuracy
MYND deployed a six-part intervention: auditing the data, correcting the ERP, aligning purchase orders, reconciling accounts, and building structured processes to prevent recurrence — all before scaling the customer portfolio.
ERP Email Audit and Correction
Conducted a full audit of customer email mapping in the ERP system and corrected email IDs for all active machines — ensuring invoices reach the right billing contacts at each corporate client. This is core to our AR management approach.
Purchase Order Alignment
Updated and aligned purchase orders against each machine to prevent billing rejections — eliminating a primary cause of submission delays and invoice rework cycles.
Account Reconciliation for Key Clients
Performed detailed account reconciliations for key corporate customers to identify pending dues and resolve disputed balances — creating a clear, agreed outstanding position. Part of our Record-to-Report capability.
Structured Invoice Submission Process
Implemented a structured invoice submission workflow with accuracy checks before dispatch — reducing rejections at source and compressing the submission cycle significantly.
Dispute Resolution Mechanism
Established a formal dispute resolution mechanism to address corporate customer queries systematically — moving from ad hoc responses to a defined process with clear ownership and timelines.
Collection Treatment Strategy with Escalation Matrix
Built a collection treatment strategy with regular structured follow-ups and an escalation matrix to systematically reduce ageing buckets and maintain AR health as the portfolio grew. Backed by our Shared Services model.
Measurable Results That Held at Scale
From a 30+ day invoice cycle to a 9-day process, and from high AR ageing to a near-zero 60+ day bucket — the outcomes reflect systematic correction, not surface-level fixes.
Faster Invoice Submission
Reduced the invoice submission timeline from 30+ days to 9 days through ERP email corrections and PO updates — eliminating the root cause of rejection-driven delays.
Significant AR Reduction
Brought the 60+ days AR bucket down to 1% despite managing 11,000+ monthly invoices — a result of structured collections, not just invoice corrections.
Improved Billing Accuracy
Correct email mapping ensured invoices reached the right teams at corporate clients, speeding up validation cycles and removing a persistent source of payment delays.
Portfolio Expansion with Confidence
Continuous portfolio expansion executed in three phases — 64 customers in the first phase and 114 in the second & third — built on a clean AR foundation that supported growth without risk.
Services That Powered This Outcome
This engagement drew on MYND's integrated Finance & Accounts capabilities — combining AR management, structured reconciliation, and shared services infrastructure to deliver results at scale.
Accounts Receivable
End-to-end AR management — from invoice submission and collections to dispute resolution and ageing analysis for enterprise portfolios.
Finance & Accounts
Comprehensive F&A outsourcing covering AP, AR, Record-to-Report, and financial reporting — built for accuracy and scale.
Record to Report
Structured reconciliation, month-end close, and financial reporting — ensuring your books reflect the true state of outstanding positions.
Shared Services Centre
A scalable SSC model that standardises processes, centralises operations, and enables consistent performance across growing portfolios.
Accounts Payable
High-accuracy, touchless AP processing — from invoice capture to payment, with full ERP integration and vendor management.
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