AP / PO System Sprint
Control Your Payables — Before They Control You
In 45 days, we help you eliminate duplicate payments, enforce approvals, and bring full visibility into your spending — without slowing down operations.
PROBLEM
Most companies lose thousands — even millions — through poor payment control and zero PO visibility.
When invoices, POs, and receipts live in different systems (or inboxes), mistakes multiply:
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Unknown obligations: No PO = no expectation log. AP can’t tell which invoices are legit or missing.
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Invoices go missing: Vendors email invoices to buyers or project managers, not AP; they sit in inboxes until accounts go on hold.
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Late fees & supply disruption: Materials aren’t released because unpaid invoices were never routed; cash burns on finance charges.
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Duplicate/overbilled payments: Without 3-way match (PO + Invoice + Receipt), duplicates and quantity/price variances slip through.
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Shadow approvals: Spend is committed by email or chat, with no audit trail or budget owner sign-off.
It’s not just a process gap—it’s a visibility gap. You can’t control what you can’t see, and that’s where cash leaks and vendor issues begin.
What We Fix in 45 Days
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Missing or untracked invoices
Build a clear obligations ledger so every invoice is expected, approved, and visible.
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Duplicate or overbilled payments
Install 3-way match controls (PO + Invoice + Receipt) to stop errors before they happen.
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Shadow approvals and email-based spending
Set up structured approval workflows tied to real budget owners.
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Disconnected systems
Sync data between your ERP, purchasing, and accounting tools for live visibility.
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Late fees and supply disruptions
Ensure invoices route automatically for on-time payments and stronger vendor relationships.
In 6 weeks, your AP/PO process becomes a controlled system, not a collection of inboxes and guesswork.
HERE'S HOW WE REBUILD YOUR AP/PO SYSTEM FOR FULL CONTROL TRACEABILITY:
Week 1
Diagnostic & Spend Map
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Review current vendor payment workflow.
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Identify where invoices enter, get approved, and get lost.
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Quantify overpayments, duplicates, and unapproved expenses.
Weeks 2–4
System Redesign & Controls
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Implement 3-way match logic (PO + Invoice + Receipt).
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Design an approval matrix tied to budget owners.
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Build exception alerts for mismatched or duplicate entries.
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Connect your ERP or accounting platform for live data sync.
Weeks 5–6
Rollout & Ownership
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Launch your new AP/PO control dashboard in Excel or ERP-compatible workflow.
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Define clear accountability checkpoints between operations and finance.
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Decide ownership: your internal team, or our ongoing financial operations support.
RESULT
After 45 days, AP/PO moves from reactive to predictable, auditable control:
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No surprises: You know what invoices to expect and when — POs create an obligations ledger.
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No account holds: Invoices route to AP automatically; on-time payments protect operations and vendor relationships.
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Lower leakages: 3-way match eliminates duplicates, catches overbilling, and enforces approvals.
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Fewer fees, cleaner cash flow: Late fees and rush payments drop; spend aligns to budget owners.
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Real visibility without bottlenecks: Leadership sees where cash is going; teams stop chasing paper and email threads.
You don’t just need faster payments — you need controlled ones.
Let’s build your AP/PO system so it protects your cash before it leaves the bank.
(We’ll review your current workflow and outline a 45-day roadmap to full visibility and control.)
Control isn’t about slowing down — it’s about never losing track.