Logistics Accounts Payable Case Study

Logistics accounts payable: cost per invoice fell 75%

Primary outcome (Actigy BPO-reported)

Actigy BPO reports a logistics accounts payable engagement covering more than 35,000 monthly invoices and 1,200 carriers. Cost per invoice fell from $12.40 to $3.10, a 75% reduction. The client kept payment release. These company-reported results describe one engagement, not a guaranteed outcome for another business.

Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope.

Scope and evidence: The logistics invoice team prepared and checked records; the client retained payment release. The public case does not identify the measurement period or audit sample.

By Actigy BPO Editorial Team Published June 14, 2026 · Last updated October 29, 2026

75%

Touchless Line-Item Matching

$3.10

Cost Per Invoice

99.95%

Audit Accuracy Score

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

Engagement summary

The invoice team ran accounts payable (AP) processing for an anonymized global logistics and freight company with 1,200+ carriers.

Delivery model: Managed operations team
Client Segment: Global Logistics & Freight Leader (1,200+ carriers)
Core Systems Intersected: SAP S/4HANA, Coupa, Actigy BPO LedgerSync
Scope delivered: Invoice intake, three-way matching, exception handling and draft payment batches

The challenge: high-volume AP for a global logistics company

Unstructured, multi-language invoice formats from 1,200+ carriers overwhelmed a multinational freight provider. Manual entry caused keying errors, duplicate payouts and missed early-payment discounts.

Workflow and monthly volume

The invoice team took over end-to-end execution of the procure-to-pay pipeline from a delivery team in Romania.

Process volume

The team handled these monthly volumes:

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

Team

Dedicated delivery team: 1 accounts payable delivery lead, 2 escalation managers and 14 transactional processing associates

Workflow

The team ran four workflow steps:

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

Quality assurance model

The team ran the Actigy BPO Statistical Sampling Matrix (ASSM). High-value files and files without a purchase order (non-PO) triggered mandatory human review. Recurring invoices went through 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

Tools

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

What stayed with the client

The client kept full treasury ownership and banking custody. The delivery team held zero disbursement authority. The team staged all payments as “Draft Batches” that required client release.

Results

The figures below describe this anonymized engagement, not a forecast for another scope.

Accounts payable results: client baseline and engagement outcome (Actigy BPO-reported)
Operational Metric	Legacy State	Engagement outcome	Performance Delta
Cost Per Invoice Processed	$12.40	$3.10	75% Cost Reduction
Invoice Lifecycle (Intake to Pay)	14 Business Days	48 Hours	Reported durations; business-day and hour bases differ
Three-Way Match Rate	34% (Manual Heavy)	92%	+58 percentage points in three-way matching
Touchless line-item matching	Not stated	75%	Separate from the three-way match rate

Additional before-and-after key performance indicators (KPIs) (Actigy BPO-reported):

Early payment capture rate: The invoice team raised early payment capture from 12% to 98.4%, saving $640K a year.
Data entry precision: The team lifted data entry precision to 99.95%.
Vendor late-payment holds: The workflow eliminated vendor late-payment holds.

How the pilot worked

The delivery lead scaled volume only after the pilot proved quality and throughput.

Timeline to pilot

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

Timeline to scale

28 days to reach full steady-state global production.

Services used

For a different workload, read the SaaS accounts payable case study. Its invoice volumes, costs and close-cycle measures belong to a separate engagement.

This engagement used accounts payable outsourcing, from invoice intake to three-way matching and exception handling.

For a new freight-support queue, review the logistics BPO scope and client decision boundaries.

Engagement outcomes (Actigy BPO-reported)

This case describes an accounts-payable team, a tested invoice workflow, and client-held treasury authority. The reported cost, controls, and timing apply to this engagement.

Romania-based delivery team

The invoice team worked from Romania. Review the described access and approval controls separately from its location; a new engagement needs its own team and coverage agreement.

Pilot first, scale on SLA proof

The pilot team processed 2,000 invoices in 11 days and 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; the delivery team held zero disbursement authority. Approvals and final release stayed in-house.

Reported invoice cost and accuracy

The case records $3.10 per invoice at 99.95% audit accuracy in this engagement. These results do not establish superiority over other suppliers or forecast another client's costs.

Frequently asked questions

How did the managed team cut accounts payable cost per invoice by 75%?

The managed invoice team paired optical character recognition (OCR) capture and automated three-way matching with maker-checker exception handling. The team cut cost per invoice from $12.40 to $3.10, reached 75% touchless matching and held audit accuracy at 99.95%. (Actigy BPO-reported)

Was the accounts payable team offshore or nearshore?

This invoice team worked from Romania. Whether that is nearshore or offshore depends on the buyer's location. The case's invoice controls and client-held payment release should be evaluated on their own, not inferred from geography.

Did the client keep control of payments and banking?

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

How fast did invoice processing start?

The pilot team processed 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. (Actigy BPO-reported)