Mailbox ticketing, invoice indexing, and audit-ready AP operations
A global asset management firm needed a centralized vendor payment process across regions to reduce manual delays and improve control. Invoices arrived through multiple channels, with country-specific tax handling, exceptions, and duplication slowing processing. CES delivered global accounts payable support across the USA, EMEA, and Asia Pacific using mailbox ticketing, country-wise indexing, auditing, and duplication controls to streamline tracking and compliance.
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The Challenge
the client
Alternative Asset Management
Technology Stack:
- Mailbox ticketing system
- Invoice indexing tools
- Auditing utilities
Solution Area
- Finance & Accounting | Global Accounts Payable Support
the impact
Centralized invoice scanning and indexing
Streamlined ticketing and SLA process
Stronger audit alignment on invoices, time, and expenses
Reduced duplication risk through
Operations-led delivery.
Faster AP tracking with tighter control.
The Need
The firm required a centralized vendor payment process spanning multiple geographies. The priority was to bring invoice intake and vendor inquiries into one controlled workflow, apply the right tax handling by country, and maintain policy-aligned auditing—while supporting stakeholders across time zones.
Challenges
- Global invoice intake and tracking complexity: Invoices and vendor queries arrived through different modes across regions, making tracking inconsistent and time-consuming.
- Tax handling and exception processing by country: Invoices required country-specific tax identification and allocation, along with consistent treatment of exceptions during coding.
- Duplicate invoices and fund-based GL coding requirements: Preventing duplicates and applying general ledger coding based on fund allocation and investment codes required disciplined controls.
- Central AP mailbox ticketing system: Implemented an accounts payable mailbox ticketing system to centralize vendor inquiries and create a single point of contact.
- Global AP service coverage across regions: Provided accounts payable services across the USA, EMEA, and Asia Pacific regions, supporting execution across time zones.
- Country-wise indexing with tax regime application: Indexed invoices by country and applied the applicable tax regime to support compliant processing.
- Audit-focused validation and policy adherence: Performed high-intensity auditing of invoices, time, and expense reports to align with client policies and requirements.
- Duplicate-prevention monitoring controls: Applied monitoring techniques designed to prevent invoice duplication and reduce rework.
- Paperwork reduced through centralized scanning and indexing of invoices
- Ticketing standardized with a defined SLA process for AP inquiries
- Global AP operations supported across regional offices and time zones, including ad-hoc requests
- Duplicate risk reduced through monitoring and control practices
- Stronger confidence in invoice, time, and expense validation against client policies
strategic client partner
Take the Next Step
If invoice intake is fragmented across regions and exceptions, tax handling, and duplicates are slowing AP, we can build a centralized mailbox + indexing + audit model that improves control without adding processing drag. Talk to our Strategic Client Partner
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