B2B SaaS Accounts Payable & Close Case Study

Scaling Accounts Payable & Month-End Close for a Hyper-Growth B2B SaaS Enterprise

Primary outcome

Reduced month-end close cycle from 10 business days to 6 business days while cutting invoice processing overhead by 65%.

Written by Paul Okhrem, Founder of Actigy BPOUpdated June 14, 2026

65%

Cost Reduction

40%

Accelerated Month-End Close

99.9%

Reconciliation Accuracy

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

Mid-Market B2B SaaS (Series C, $45M ARR)

Core Systems Intersected

NetSuite, Bill.com, Expensify, Actigy AutoFlow (AI Ledger Matcher)

Primary Outcome

Reduced month-end close cycle from 10 business days to 6 business days while cutting invoice processing overhead by 65%.

Operational Metric	Legacy Client State	Actigy Optimized State	Performance Delta
Month-End Close Time	10 Business Days	6 Business Days	40% Faster Cycle
Invoice Processing Cost	$14.50 per invoice	$5.05 per invoice	65% Cost Reduction
Matching & Reconciliation	91.2% Accuracy	99.9% Accuracy	+8.7% Accuracy Gain

1. Starting Problem

The client's rapid international expansion led to a 300% surge in vendor invoices and multi-currency expense reports. The internal finance team was bottlenecked by manual three-way matching errors, missing line-item categorizations, and a backlog in bank reconciliations. This pushed their month-end close to 10 business days, delaying board financial reporting and risking compliance penalties.

2. Process Volume

Invoices Processed: 4,500+ vendor invoices per month.
Expense Reports: 1,200+ multi-currency line items monthly.
Bank Reconciliations: 14 global corporate accounts handled daily.

3. Team Size

Actigy Dedicated Squad: 1 Account Team Lead, 1 Senior QA Specialist, 4 Dedicated Finance Operations Associates.

4. Workflow Handled

Actigy assumed end-to-end execution of the accounts payable and reconciliation pipeline:

Ingestion: Monitoring financial inboxes and extracting metadata from unstructured PDF invoices.
Three-Way Matching: Verifying line items across Purchase Orders (POs), receipts, and invoices.
Exception Triage: Flagging discrepancies over $50 for client executive approval.
Ledger Coding: Categorizing expenses according to the client's specific NetSuite Chart of Accounts.

5. QA Model

We deployed a Human-in-the-Loop (HITL) Dual-Verification Framework. Actigy's custom validation script pre-screens ledger entries for anomalies. 100% of high-value transactions (> $5,000) and a randomized 20% sample of standard transactions undergo secondary review by our Senior QA Specialist before being batched for client approval.

6. KPI Before/After

Invoice Processing Throughput: Increased from 12 invoices/hour per FTE to 38 invoices/hour per FTE.
Error Rate: Dropped from 8.8% (duplicate payments, wrong ledger codes) to less than 0.1%.
SLA Compliance: Achieved 99.4% adherence to a strict 24-hour invoice turnaround time.

7. Tools Used

Client Stack: NetSuite, Bill.com, Expensify, Slack.
Actigy Acceleration Infrastructure: Actigy AutoFlow (proprietary LLM-driven document parser) and custom RPA scrapers for vendor portal extraction.

8. Timeline to Pilot

9 Days: Completed process mapping, secure credential provisioning, and pilot deployment with a 10% volume slice.

9. Timeline to Scale

24 Days: Successfully transitioned 100% of global accounts payable and reconciliation processes to the Actigy squad.

10. What Stayed Client-Owned

The client retained absolute control over financial strategy and assets. Actigy explicitly held no disbursement authority. Banking tokens were restricted to "View/Draft Only" within NetSuite and Bill.com. The client's VP of Finance maintained final digital signature approval on all outbound wire batches and payment releases.

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 documented the close calendar and proved reconciliation accuracy on a pilot cycle before taking on full month-end volume.

You keep the decisions

The client kept financial strategy and cash; Actigy held no disbursement authority. Banking access stayed view-only.

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

65% lower cost with 99.9% reconciliation accuracy — finance quality offshore can't match, cost in-house can't beat.

Frequently asked questions

How did Actigy cut finance cost 65% and accelerate month-end close 40%?

Actigy's managed finance team took over accounts payable and reconciliations with maker-checker controls and a documented close calendar. Cost dropped 65%, month-end close accelerated 40%, and reconciliation accuracy reached 99.9%.

Was the finance team offshore or nearshore?

Nearshore, in Romania — part of Actigy's Central and Eastern European network (Bulgaria, Romania, Poland, Ukraine). The SaaS finance lead got EU-aligned controls and time-zone overlap rather than offshore handoffs.

Did the company keep control of cash and strategy?

Yes. The client kept absolute control of financial strategy and assets, and Actigy held no disbursement authority. Banking tokens stayed restricted to view-only access for the Actigy team.

How does Actigy keep reconciliation accuracy at 99.9%?

Every close ran through maker-checker reconciliation against a documented calendar, with exceptions escalated to a delivery lead — holding reconciliation accuracy at 99.9% as volume grew.