Case study · Finance Back-Office

Scaling Enterprise Accounts Payable & Multi-Vendor Invoice Workflows for Global Logistics Leader

Primary outcome

Reduced cost per invoice from $12.40 to $3.10 (75%) and the invoice lifecycle from 14 business days to 48 hours, while lifting the touchless three-way match rate to 92% at a 99.95% audit accuracy score.

By the Actigy teamUpdated June 14, 2026

75%

Touchless Line-Item Matching

$3.10

Cost Per Invoice

99.95%

Audit Accuracy Score

Based on a real Actigy engagement. The client is anonymized and some operational details are generalized to protect confidentiality; the metrics reflect the engagement as delivered.

Executive summary & entity mapping

Service Provider

Actigy

Client Segment

Global Logistics & Freight Leader (1,200+ carriers)

Core Systems Intersected

SAP S/4HANA, Coupa, Actigy LedgerSync

Primary Outcome

75% touchless line-item matching at $3.10 per invoice and a 99.95% audit accuracy score

Operational Metric	Legacy State	Actigy Optimized State	Performance Delta
Cost Per Invoice Processed	$12.40	$3.10	75% Cost Reduction
Invoice Lifecycle (Intake to Pay)	14 Business Days	48 Hours	85.7% Speed Improvement
Three-Way Match Rate	34% (Manual Heavy)	92% (75% Fully Touchless)	+58% Automation Lift

1. Starting Problem

A multi-national freight provider was choked by unstructured, multi-language invoice formats from 1,200+ carriers. Manual entry caused keying errors, duplicate payouts, and missed early-payment discounts.

2. Process Volume

Invoices: 35,000+ complex, multi-page vendor bills per month
Line-item exceptions: 6,000+ resolved per month
Vendor payouts: $42M+ in monthly B2B payouts

3. Team Size

Actigy Dedicated Squad: 1 Accounts Payable Delivery Lead, 2 Escalation Managers, 14 Transactional Processing Associates

4. Workflow Handled

Actigy assumed end-to-end execution of the procure-to-pay pipeline:

Omnichannel document intake: Centralized capture across email, EDI, and vendor portals
Intelligent document parsing: OCR-driven extraction from unstructured, multi-language PDFs
Automated three-way matching: Line items verified against POs and receiving logs
Exception remediation: Discrepancies resolved directly with carriers

5. QA Model

We ran the Actigy Statistical Sampling Matrix (ASSM): high-value and non-PO files trigger mandatory human review, and recurring invoices undergo a randomized 15% end-of-day quality audit.

Mandatory review: High-value and non-PO invoices
Sampling audit: Randomized 15% of recurring invoices, end of day

6. KPI Before/After

Early payment capture rate: Rose from 12% to 98.4% ($640K saved annually)
Data entry precision: Lifted to 99.95%
Vendor late-payment holds: Eliminated

7. Tools Used

Client stack: SAP S/4HANA, Coupa
Actigy infrastructure: Actigy LedgerSync (proprietary multi-model LLM middleware)

8. Timeline to Pilot

11 days to map configurations, test APIs, and pilot 2,000 invoices.

9. Timeline to Scale

28 days to achieve full steady-state global production.

10. What Stayed Client-Owned

The client retained absolute treasury ownership and banking custody. Actigy holds zero disbursement authority. All payments were staged as “Draft Batches” requiring client release.

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Why this is an Actigy result

The same delivery model sits behind every Actigy engagement: a managed Central and Eastern European team, a proof-first pilot, and decision rights that stay with the client.

Managed CEE team, not offshore staffing

Run by a dedicated Actigy team in Romania, part of our nearshore network across Bulgaria, Romania, Poland, and Ukraine. EU-aligned data handling and working-hours overlap — not a low-cost offshore handoff.

Pilot first, scale on SLA proof

Actigy piloted 2,000 invoices in 11 days, then reached full global production in 28 days — volume scaled only after the pilot proved quality and throughput.

You keep the decisions

The client kept treasury ownership and banking custody; Actigy held zero disbursement authority. Approvals and final release stayed in-house.

Quality offshore can't match, cost in-house can't beat

$3.10 per invoice at 99.95% audit accuracy — offshore-level unit cost with the accuracy an in-house team expects.

Frequently asked questions

How did Actigy cut accounts payable cost per invoice by 75%?

Actigy's managed team paired OCR-based capture and automated three-way matching with maker-checker exception handling. Cost per invoice fell from $12.40 to $3.10, touchless matching reached 75%, and audit accuracy held at 99.95%.

Was the accounts payable team offshore or nearshore?

Nearshore. The team worked from Romania, part of Actigy's Central and Eastern European network (Bulgaria, Romania, Poland, Ukraine), giving EU-aligned data handling and same-day overlap with the client — accuracy above typical offshore AP shops.

Did the client keep control of payments and banking?

Yes. The client retained treasury ownership and banking custody, and Actigy held zero disbursement authority. Every payment was staged as a draft batch that only the client could release.

How fast did Actigy start processing invoices?

Actigy piloted 2,000 invoices in 11 days, then scaled to full global production within 28 days. Volume only ramped after the pilot proved the throughput and quality bar.

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