Finance and insurance / Managed BPO
B2B billing and invoicing outsourcing
Actigy BPO prepares outgoing B2B invoices from approved shipments, usage records or milestones. We deliver invoices through the agreed channel and record portal acceptance or rejection. Your billing owner sets rates, tax instructions, credit rules and release permissions.
Agree the scope, access and reviewer before a paid pilot.
- Shipment
- 120 units recorded
- Purchase order
- 100 units authorized
- Exception
- 20-unit difference to resolve
- Decision
- PO amendment or approved partial billing
A worked example of the record and decision flow. Not a client case or promised result.
The work. The handoff. Your decision.
A defined workflow in your systems
For billing managers, controllers and order-to-cash teams at B2B suppliers or software companies with recurring invoice runs, customer portals or an unbilled-order backlog.
You provide
Approved orders, shipments, usage or completed milestones.
Actigy BPO prepares
Invoice drafts, portal delivery records and a rejection worklist.
You retain
Rates, tax instructions, credit rules and release permission.
Decision owner: Billing or commercial owner. Confirm this role and the escalation contact in the written scope.
Service detail / 01
Which records can go into an invoice run?
Start with an approved event such as a shipped order, accepted service milestone or signed-off usage file. Agree which contract version, purchase order, account, billing period and delivery method apply. A billing analyst matches these inputs and separates ready items from those that need a decision.
- Build the invoice from approved quantities, rates and customer references in your ERP or billing platform.
- Check invoice dates, duplicate references and required supporting documents against your billing rules.
- Release invoices only under the agreed permissions. Record the invoice ID, delivery channel and portal receipt or rejection.
Worked example
What happens when the customer’s PO no longer matches?
Suppose a supplier shipped 120 units but the purchase order authorizes 100. The analyst checks the shipment and current PO, identifies the 20-unit difference and sends the line to the commercial owner. The owner decides whether the buyer must amend its PO or whether partial billing is permitted. The invoice register records that decision before work resumes.
Service detail / 03
Who handles rejected invoices and re-billing?
A portal may reject an invoice for a missing PO line, expired reference or invalid attachment. The team records the rejection reason and corrects permitted administrative fields. A change to price, tax treatment, credit terms or previously posted value goes to your authorized finance owner. Each reissue links to the original invoice so collections does not pursue both.
Service detail / 04
Where does billing stop and AR begin?
The billing handoff contains the issued invoice, supporting records, delivery status and any open exception. Collections, cash application and overdue-account contact can stay with your accounts receivable team. For a broader engagement, specify who owns each queue and which handoff starts its clock.
Service detail / 05
How should we measure the first billing cycle?
Choose one product line, entity or customer group. At cutoff, reconcile eligible billable events with invoices issued, items blocked and portal rejections. Count reissues against the original event. Track the time from approved event to accepted delivery and show items waiting for a client decision separately.
Before the first live queue
Bring the inputs that shape your scope
The proposal should identify what can be assigned, who can decide, and how you will accept the work. Start with one representative queue; agree any expansion after reviewing the pilot.
Define the workload
Eligible billing events, invoice frequency and customer portals.
Agree the controls
Approved price references, tax instructions and PO rules.
Review the right measures
Events reconciled to invoices, blocked items and portal acceptance.
Before you decide
Buyer questions
Clarify the work, access and approval boundaries before assigning a team.
Can you handle billing without collections?
Yes. The scope can end at invoice issue, portal confirmation and handoff to your receivables owner. Collections contact and receipt matching can remain entirely in-house.
Can you work in our ERP and our customers’ portals?
Identify the ERP, portal count, authentication rules and permitted delivery locations. We agree individual access, draft and release privileges and how failed submissions should be retried before taking the queue.
Who approves credits and changes to contract rates?
Your finance or commercial owner approves credit notes, rate changes, write-offs and tax decisions. An analyst prepares the supporting records and acts only on documented instructions.
What determines the outsourcing quote?
Volume per billing run, line count, recurring versus milestone invoices, portal rules, source-data quality and expected exception workload. Give aggregate figures and cadence in the inquiry. Exchange invoice examples through the agreed channel later.
What happens after the customer portal accepts an invoice?
Return the invoice reference, due date, portal acknowledgment and any unresolved billing issue to the accounts-receivable owner. That handoff supports follow-up under the agreed AR process. Portal acceptance confirms a delivery status; it does not establish customer payment or authorize a credit or write-off.
Discuss a customer billing run
Share monthly invoice volume, billing triggers, system and common exceptions. Identify who can authorize a credit or approve an invoice.
Your inquiry
B2B billing and invoicing
Describe the workload and the decision owner. Keep confidential records out of the form; agree a suitable channel for any later sample.
- Review the fitWe review the workflow and the inputs you provide.
- Define the scopeDiscuss access, coverage, review and the proposed fee.
- Agree a paid pilotApprove the written scope before work begins.