BPO Service
Accounts payable outsourcing services in your ERP
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A trained AP team processes invoices to your controls. You approve and release every payment.
Direct answer
Actigy BPO is a Prague-based nearshore business process outsourcing (BPO) company that runs accounts payable outsourcing in your systems. Accounts payable (AP) work covers invoice capture, matching, approval routing, vendor queries and draft payments in your enterprise resource planning (ERP) system. A process audit sets the controls for the paid pilot. You approve and release every payment.
Describe invoice volumes, exceptions and required coverage. Review the written scope before deciding on a pilot.
Enterprise accounts payable results
Enterprise AP results: 75% touchless line-item matching, $12.40 to $3.10 per invoice and 99.95% audit accuracy (Actigy BPO-reported).
- Client-owned approval rules.
- Draft payment batches for client release.
- The client's SAP S/4HANA and Coupa systems.
Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope. These figures are not a service price or a forecast.
At a glance
Accounts payable outsourcing at a glance
| Service | Invoice capture, matching, approval routing, vendor queries and payment run preparation |
|---|---|
| Who it serves | Finance teams and controllers at growing mid-sized businesses |
| Delivery locations | Bulgaria, Romania, Poland and Ukraine; actual locations agreed in writing |
| Coverage | Business hours to 24/7, set per engagement |
| Pricing | Per full-time equivalent (FTE) by role after the process audit |
| Start | Paid pilot, usually 2 to 4 weeks after the process audit, subject to readiness |
Key takeaways
- Every Actigy BPO engagement starts with a process audit and a paid pilot.
- Standard operating procedures (SOPs) document coding, matching tolerances, approval routes and exception handling.
- Actigy BPO runs every process on documented SOPs with maker-checker quality assurance (QA) and QA sampling.
- The client retains vendor policy, financial approval and bank release.
How Actigy BPO runs accounts payable in your ERP
Actigy BPO operates the agreed invoice workflow in client-approved systems. Operators prepare records; approvers retain the decisions. Purchase order (PO) invoices follow matching rules, while non-PO invoices follow documented coding and approval routes.
Capture and code
Capture invoice data from approved channels, check required fields and apply the client's coding instructions.
Match and investigate
Run 2-way matching against purchase orders or 3-way matching against orders and receiving records. Route discrepancies for review.
Route approvals and exceptions
Send invoices to named approvers. Record missing records, disputed amounts and decisions outside operator authority.
Maintain vendor records
Prepare onboarding records, W-9 forms and value added tax (VAT) details under client instructions. Reconcile statements and answer vendor queries.
Actigy BPO extends upstream purchasing administration through procure-to-pay outsourcing; purchase approval stays with the client.
Prepare payment runs
Prepare draft automated clearing house (ACH), wire, card and check batches. The client authorizes and releases payments.
Support the close
Prepare accrual schedules, AP reconciliations and open-item reports for client review and ledger approval.
Related accounts receivable operations, finance and accounting outsourcing and accounting preparation require separately defined queues and approval rules.
Do you need AP automation, outsourcing or both?
Actigy BPO provides staff and manages their work. AP software provides tools you configure. You can use both: software handles approved routine tasks, while people review exceptions. Choose based on the work left to do and your team's capacity. Supplier checks, review and payment approval still need clear owners.
| Decision | Actigy BPO managed AP team | AP automation software | In-house team |
|---|---|---|---|
| Daily management | Team lead manages the queue | Client manages users and exceptions | Client manager |
| SOP ownership | Client owns the rules | Client keeps rules current | Client owns the rules |
| QA and fraud controls | Maker-checker QA and escalation | Configured checks plus client review | Client designs and staffs controls |
| Coverage | Agreed shifts and backup | Tool availability, not staffed review | Client schedules staff |
| Setup | Process audit and paid pilot | System links, setup and tests | Hiring, access and training |
| Pricing | Per FTE by role | License and implementation terms | Payroll and operating costs |
| Data location | Client tools and approved processing locations | Check hosting, access and subprocessors | Client-approved systems and locations |
| Best fit | Finance teams with recurring invoices, supplier questions and exceptions in an existing ERP | Routine processing with internal review capacity | Work retained under direct client management |
| Combined model | Operators review exceptions from approved automation | Tools process configured routine steps | Client approves rules and releases payments |
| Exit and handover | Current SOPs and open-item records | Check export and retention terms | Internal knowledge transfer |
Choose Actigy BPO's managed AP team when you need a team responsible for invoice exceptions, supplier queries and reconciliations. If missing purchasing records cause the backlog, review procure-to-pay operations. If your finance manager wants to assign and review an accountant's daily tasks, compare accounting staff augmentation. AP software can support either model; include software, setup, quality review and your internal management time in the cost comparison. Use the AP exception-cost calculator to compare routine and exception workload using your own assumptions.
AP risks and operational controls
Actigy BPO checks invoice and vendor changes under separated preparation, review and approval roles. Test duplicate records, changed bank details and approval bypass attempts before transferring more volume.
| Risk | Control to test | Client authority |
|---|---|---|
| False invoices | Check vendor records, supporting documents and matching exceptions | Approve disputed or unsupported charges |
| Vendor bank fraud | Independently verify changes through an approved callback process; separate preparation and approval | Authorize vendor changes and bank release |
| Duplicate payments | Check invoice identifiers, amounts, vendor records and prior processing | Approve resolution of suspected duplicates |
| Excessive access | Role-based permissions, activity logs and separated duties | Grant access and retain payment credentials |
| Transition and dependency | Controlled queue transfer, client-owned SOPs and open-item handover | Approve acceptance and keep documentation |
| Volume spikes | Track backlog, exceptions and available processing capacity | Agree priorities and staffing changes |
Automation or artificial intelligence (AI) requires written approval, named data boundaries and human review of every exception.
AP metrics and reporting
| Metric | Agreed definition |
|---|---|
| Cost per invoice | Included processing costs divided by completed invoices |
| Cycle time | Elapsed time from complete invoice receipt to the agreed processing endpoint |
| First-pass match | Eligible invoices matched without correction or escalation |
| Exception rate | Invoices requiring intervention divided by processed invoices |
| Duplicate prevention | Suspected duplicates identified, reviewed and stopped before release |
| On-time payment | Eligible invoices paid within agreed terms, separating client approval delays |
Set key performance indicators (KPIs), denominators and owners in the service level agreement (SLA). Review defects, root causes and capacity in monthly business reviews. No universal target replaces your invoice mix and starting baseline.
When invoice records feed a wider close process, controller-level close support can prepare reconciliations, journals and reporting. Your finance lead retains the agreed journal approvals and statement sign-off.
How does accounts payable outsourcing pricing per invoice work?
Actigy BPO prices most services per full-time equivalent (FTE) by role and sends a written quote after the process audit. Invoice volume, entities, non-PO work and exceptions determine staffing. Cost per invoice is a comparison metric, not a universal service rate.
Use the cost-per-transaction guide and outsourcing cost calculator to include software, supervision, rework and retained approval time. The cost guide separates commercial inputs from results.
Market benchmark, not a service quote
Actigy BPO uses these figures as market context, not service prices or results. Ardent Partners' Accounts Payable Metrics That Matter in 2025 uses its 2024 survey. Reported averages were $9.40 per invoice, 9.2 processing days and a 14% exception rate. Its leading group recorded $2.78, 3.1 days and 9%, respectively.
Actigy BPO separates staffing quotes from market unit-cost benchmarks in its accounts payable outsourcing pricing guide.
Accounts payable evidence from separate engagements
| Measure | Case evidence |
|---|---|
| Invoice lifecycle | 14 business days to 48 hours |
| Early-payment capture | 12% to 98.4% |
| Monthly workload | 35,000+ invoices and 6,000+ line-item exceptions |
| Case team | 1 lead, 2 escalation managers and 14 processing associates |
| Review sample | 15% of recurring invoices |
| Case rollout | 2,000-invoice pilot in 11 days; full production in 28 days |
Accounts payable outsourcing for SaaS companies
The AP and close case reports 65% lower invoice processing cost and close from 10 to 6 business days (Actigy BPO-reported). The client, a software-as-a-service (SaaS) business, retained final payment release. Case costs and rollout timing apply to those engagements.
Results come from anonymized client engagements, are reported by Actigy BPO and are not independently audited. Results depend on scope.
How Actigy BPO starts an AP pilot
Actigy BPO starts with one entity or vendor group, an invoice sample and your approval matrix. Access, training and client decisions determine readiness. Scale follows acceptance of the agreed accuracy, exception-handling and turnaround thresholds.
- Audit the queue. Map volumes, non-PO invoices, systems, exceptions and close deadlines.
- Write the controls. Confirm coding, matching tolerances, access, vendor verification and client approval roles.
- Run the paid pilot. Test real invoices and difficult exceptions with increased QA sampling.
- Review and scale. Resolve defects, confirm the thresholds and obtain client approval before adding volume.
Review the pilot and handover method before agreeing the starting queue.
Accounts payable outsourcing in Europe
Actigy BPO teams in Central and Eastern Europe cover the full UK business day and the US morning. Confirm the actual shift and extended hours in writing. Bulgaria, Romania and Poland are European Union locations; Ukraine is outside the European Union.
Review approved systems, subprocessors, logging and data-processing terms before granting access. ISO 9001-aligned quality management. Aligned, not certified. SOC 2-aligned controls: role-based access, logging and segregation of duties. Aligned, not audited.
Accounts payable outsourcing companies: how to compare providers
Actigy BPO fits when an invoice queue has repeatable rules and available approvers. Compare exception owners, absence cover, QA evidence and exit records. Regional attrition benchmarks do not replace the proposed team's backup plan.
Actigy BPO is not the right fit when the requested scope transfers payment authority or lacks approved vendor rules.
Accounts payable outsourcing for US finance teams
Actigy BPO supports US finance teams with invoice errors, supplier questions or posting backlogs. The team prepares work for review in your approved accounting system. You approve supplier bank changes and payments, and keep bank access. Compare people and software using the same accepted invoices and staff review time.
Your AP automation leaves a manual exception queue
Assign unmatched invoices, missing purchase orders and supplier follow-up to a defined queue. Record the exception, supporting evidence and approval owner. Actigy BPO operates the agreed process; software changes and new matching rules need client approval.
You are replacing an AP provider or adding close capacity
Start with open invoices, supplier statements, unresolved credits and the next payment cutoff. Agree what the outgoing provider returns and who owns each item during handover. Test one business unit or queue before expanding. Review the AP outsourcing company comparison for different delivery models.
FAQ
Frequently asked questions
What is accounts payable outsourcing?
Accounts payable outsourcing assigns invoice-processing work to an external team while the client keeps payment authority.
Actigy BPO provides capture, matching, exception handling, approval routing, vendor queries and draft payment preparation. The team works within approved systems and documented procedures. Coding rules, vendor policy and final approvals remain client decisions. A paid pilot tests the workflow before additional entities or volume move.
What are the advantages of outsourcing accounts payable?
Actigy BPO makes invoice queues, exceptions and quality checks visible through assigned owners and reporting. Potential benefits include more consistent processing capacity, documented controls and less unmanaged backlog. Measure those changes against cost per invoice, cycle time, first-pass matching and rework. Keep the invoice mix comparable across periods. Published case results describe specific engagements, not the outcome of every payable workflow.
Which AP tasks should stay in-house?
Keep vendor policy, financial approval, payment authorization and bank release with your team. Named client approvers also decide exceptions outside the agreed rules and authorize controlled vendor changes. Operators can prepare invoice records, supporting evidence and draft payment batches without holding those authorities. Separate preparation, review and release in system permissions. The written scope records the approval matrix before the pilot starts.
Do we need AP automation, AP outsourcing or both?
Actigy BPO operates people-led AP work and approved automation; select software, people or both according to the remaining exception workload. Capture and matching tools still need approved rules, reviewed failures and vendor verification. A managed team can operate approved tools and handle the remaining work. Compare licensing, setup, staffing, QA and retained approver time together. Every automation exception remains subject to human review.
How much does accounts payable outsourcing cost?
Actigy BPO quotes most AP work per FTE by role after the process audit. Staffing depends on invoice volume, entities, systems, non-PO work, exceptions and coverage. A cost-per-invoice calculation helps compare operating models when its cost inputs and denominator match. Market benchmarks and case-study costs are not current service prices. Review the written quote and pilot findings before deciding on additional capacity.
How do you prevent duplicate and fraudulent payments?
Actigy BPO checks invoice records, matching exceptions and vendor changes against the client's approved controls. Suspected duplicates and unsupported invoices go to review. Bank-detail changes require independent verification through the approved callback process and separate authorization. Operators prepare records and draft batches; the client releases payments. Test those controls during the pilot, including attempted approval bypasses, and retain the evidence in the activity log.
Which ERP and AP systems can the team work in?
Actigy BPO works in client-approved ERP and AP systems where the scoped workflow and permissions support the engagement. Existing case evidence includes SAP S/4HANA and Coupa for enterprise AP, and NetSuite and Bill.com for a separate software business. Those examples are not software-partner credentials. Confirm access, configuration, reporting and integration requirements during the process audit before committing to a starting date.
How fast can an AP outsourcing team start?
Actigy BPO usually starts a paid pilot 2 to 4 weeks after the process audit. System access, invoice samples, operator training and client approvals determine the actual date. Begin with one entity or vendor group and documented matching rules. The pilot checks accuracy, exceptions and turnaround before expansion. A published case's rollout timing applies to that engagement, not every new AP queue.
What are the risks of outsourcing accounts payable, and how does Actigy BPO control them?
Actigy BPO addresses invoice fraud, vendor-change fraud, duplicate processing, inappropriate access and transition risk through documented controls and a paid pilot. Role separation, verification, exception logs and QA sampling support review. Client-owned procedures and open-item handover reduce dependency on individual operators. The client retains approvals and payment release. Confirm the actual data locations, backup coverage and escalation owners in the written scope.
Outsource the process. Keep control of the outcome.
Share invoice volumes, systems and approval rules. Review the roles, controls and cost before deciding on a paid pilot.
Describe your workflow, volume and required coverage. You decide on a pilot after reviewing the written scope.
Scope a pilot
What happens next
The team reviews the workflow before proposing a written scope. You decide whether to start a paid pilot after reviewing it.