THE CHALLENGE
A grocery chain was bleeding money through its accounts payable system. Every store operated like its own kingdom. Each had different payment processes. Different approval chains. Different vendor relationships.
The chaos was expensive.
Lost invoices meant late payment fees.
Duplicate payments drained cash flow.
Missing payments damaged vendor relationships.
Store A paid $2.50 for tomatoes while Store B paid $3.00 for the exact same tomatoes from the exact same vendor.
The treasury department couldn’t see what was happening. Each store’s AP function operated in isolation.
No central visibility.
No standardized processes.
No way to leverage buying power across the chain.
Manual paper-based processes made everything worse. Invoices lived in filing cabinets. Approval workflows existed only in people’s heads. Finding a specific invoice meant physically searching through stacks of paper.
The company was suffering due to extreme inefficiency.
THE SOLUTION
XBP analyzed the entire procure-to-pay ecosystem. We mapped every touchpoint. Every bottleneck. Every redundancy.
First move: Kill the paper. We built a digital mailroom that captured every incoming invoice. OCR technology extracted data automatically. Machine learning validated the information.
No more manual data entry.
No more lost invoices.
Second move: Force standardization. We required all vendors to join a global vendor network.
One portal.
One process.
One source of truth.
Vendors submitted invoices electronically. The system matched them to purchase orders automatically.
Third move:
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