Automating Accounts Payable & Receivable for a Mid-Sized Financial Firm
The Infomaze One back-office finance team helped a growing financial services company transform its AP/AR processes through precision-driven automation and dedicated support. With a tailored approach combining trained professionals, real-time reporting and secure integration, we eliminated manual bottlenecks and enabled the client to regain control of their financial operations with accuracy, speed and cost-efficiency.
Client Overview
Our client is a mid-sized financial services firm based in New York, specializing in investment consulting, portfolio management, and financial planning for high-net-worth individuals and SMEs. With increasing transaction volumes and limited internal bandwidth, the company faced growing pressure on its finance back-office operations.
Despite having tools like QuickBooks and Zoho Books, the absence of structured automation and dedicated processing teams was stalling progress.
The Challenges Faced By the Client
As the company scaled, its internal finance operations began to show cracks. Manual processes could not keep up with the volume, leading to delays, errors and rising costs.
Time-Consuming Manual Data Entry
Processing invoices and customer receipts manually consumed excessive man-hours and was prone to errors, leading to payment delays and rework cycles.
Delayed Financial Reporting
End-of-month reconciliation processes were frequently pushed into the following month, delaying key financial reports and limiting the management team’s ability to make timely decisions.
Staff Burnout Due to Repetitive Work
The finance team was overwhelmed with monotonous tasks such as invoice matching, validation, and data entry—resulting in fatigue, decreased morale, and high turnover risk.
Lack of Real-Time Financial Visibility
Without centralized and updated data, leadership had limited visibility into receivables and payables—impacting forecasting, vendor management, and cash flow planning.
High Operational Overhead
The growing business demanded more processing capacity, but internal costs kept rising without a proportional increase in productivity or financial accuracy.
Step-by-Step AP/AR Automation Solutions by Infomaze One
The client partnered with Infomaze One, Infomaze’s back-office support team, to establish a secure and highly accurate financial process for accounts payable and receivable management.
We implemented the below key features:
Pilot Workflow to Build Trust
To address initial concerns and demonstrate capability, we conducted a focused pilot using a small batch of data. This included:
- One AP and one AR workflow tested with real transactions
- Results measured on turnaround time and data accuracy
- Full visibility offered through daily progress logs and weekly dashboards
- Pilot achieved >99% accuracy, cutting processing time by more than 50%
Secure Systems Setup
To ensure confidentiality and data protection, we implemented a robust tech foundation:
- Secure VPN access and encrypted file-sharing infrastructure
- Controlled user permissions and audit trails for compliance tracking
- Adherence to financial data handling best practices
Dedicated Finance-Trained Team
We deployed a specialized team trained in accounting principles and financial systems. The team was responsible for:
- Invoice entry, receipt validation, and reconciliation.
- Matching vendor and customer data against ledgers.
- Ensuring all outputs were reviewed by a senior quality analyst.
US Time Zone Support
To allow seamless collaboration and issue resolution, we established overlapping work hours with the client’s US-based team. This ensured:
- Real-time communication during critical windows.
- Immediate responses to queries and updates.
- Streamlined coordination across time zones.
Starting Small, Scaling Smart
The engagement began with manageable volumes to ensure quality control:
- 50 vendor invoices and 30 customer receipts processed weekly.
- Gradual expansion based on performance metrics and business needs.
Built-in scalability to accommodate fluctuating workloads without compromising SLAs
How AP/AR Automation Delivered Real Results
62%
Reduction in AP/AR Processing Time
99.6%
Data Accuracy Achieved
120+
Team Hours Saved Monthly
38%
Decrease in Operational Costs
Automated AP/AR Workflows:
Infomaze One automated AP/AR tasks, reducing manual work and eliminating errors.
Faster Processing:
Processing time dropped from 4+ days to just 1.5, with 99.6% accuracy.
Real-Time Insights:
The client gained real-time visibility, enabling quicker, data-driven decisions.
Leadership Approval:
The CFO called the transformation “a breath of fresh air” for finance operations.
Conclusion
By partnering with Infomaze One, the client turned a painful financial process into a strategic advantage. What began as a small outsourcing experiment has evolved into a reliable long-term engagement—boosting efficiency, reducing costs and building a scalable finance back-office operation. Infomaze One continues to serve as their trusted extension, helping them focus on growth while we handle the back-end.