Featured case studies

A U.S.-based private equity firm was facing considerable challenges while managing a wide range of back-office functions across multiple portfolio companies. By outsourcing finance and accounting services to KnowVisory Global, they were able to enhance accuracy, improve turnaround times, and maintain reliable operational oversight. This case study highlights how KnowVisory Global helped a U.S.-based private equity firm optimize and strengthen its back-office operations. By providing precise organizational charts, consolidating financial data, and converting complex PDFs to structured Excel templates, we helped the client achieve operational efficiency and reliable reporting with minimal supervision. 0% Accuracy 0Years Ongoing engagement with consistent deliverables Introduction Our client is a leading private equity firm based in the United States. They partner with lower middle-market companies, across a wide range of industries, helping them scale and improve their operations, and eventually realize returns through strategic exits. The company was facing significant back-office issues and needed consistent operational support to manage financial reporting and gain organizational clarity across its portfolio companies. The Problem Client’s operational requirements included: Maintaining highly accurate organizational charts and financial statements. Ensuring timely delivery of all operational data. Converting complex PDF reports into structured, analysis-ready Excel templates. Establishing a reliable workflow that requires minimal supervision. Without an efficient system, these processes were prone to delays and inaccuracies, and affected the firm’s ability to monitor portfolio performance effectively. The Challenge Executing these tasks consistently came with several challenges: Diverse Data Sources: The team was managing multiple entities. Their financial statements required careful consolidation. Accuracy Requirement: Data validation was critical to avoid errors in reporting. Legacy Data: PDF-based reports and unstructured files needed transformation into usable formats. The Solution We implemented a structured approach to ensure efficiency and accuracy. Our team utilized Microsoft Excel, Word, Visio, and Adobe to ensure precision and usability across deliverables: Organizational Chart Preparation: Our team drafted and updated organizations’ charts while coordinating with stakeholders for role, title, and compensation confirmation. Financial Data Consolidation: We reviewed and consolidated monthly, quarterly, and yearly financial statements with formula-driven checks and validation against source data. PDF to Excel Conversions: Our financial analysts extracted complex financial and operational data from static PDFs and organized them into structured, analysis-ready Excel templates. The Result Conclusion The outcomes were clear and impactful: Reliable Operational Support: Our resource effectively managed multiple back-office functions for 2 years. High Accuracy: Through data consolidation and reporting, we achieved consistent accuracy, earning client trust. Improved Turnaround Time: Assignments were completed quickly, allowing the client to focus on portfolio growth and strategic initiatives. Sustained Engagement: Our reliability and speed helped build trust and ensured continued partnership. Back-office operations are critical for private equity firms to maintain oversight and operational clarity. By partnering with KnowVisory Global, the client gained reliable, accurate, and timely support across financial reporting, organizational management, and data transformation. With our support, the client today operates with confidence, knowing that their back-office functions are managed efficiently. Need help optimizing your back-office operations? Reach out to our experts today!

A multi-location healthcare provider in South Carolina was struggling with inaccuracies in its accounts receivable (AR) records. More than 3,000 patient payments were misapplied by a former vendor, which led to balance discrepancies and administrative inefficiencies. By outsourcing Account Receivable Services to KnowVisory Global, the provider was able to correctly report the balance of open and aged AR balance, improve financial reporting at client level. This case study shows how KnowVisory Global helped a U.S.-based healthcare provider improve its accounts receivable (AR) functions. By correcting thousands of misapplied transactions and introducing a structured reporting system, we helped the client overcome back-office inefficiencies and restore financial visibility like never before. 0% Accuracy 0+ Historic transactions corrected Introduction A well-established healthcare provider offering comprehensive podiatric care across two South Carolina locations was facing a critical backlog in its accounts receivable (AR) processes. Their previous vendor had misplaced/ misaligned thousands of patient transactions, making it difficult to maintain accurate financial records. By partnering with KnowVisory Global, the clinic regained control of its AR function and was able to establish a sustainable, scalable process. The Problem The client’s AR process was full of errors and overburdened due to: 3,000+ misapplied transactions left by a prior vendor. Limited visibility into collections, which hindered effective financial reporting and planning. Incorrect AR aging Unmatched AR Reconciliation, which impacted bank reconciliation. These inefficiencies disrupted the revenue cycle and put unnecessary strain on staff. Decision to Transition Recognizing the severity of the backlog, the client decided to outsource their AR function. Their goals were clear: To correct the application of around 3,000 transactions To save their internal team from the heavy burden of manual reconciliations, allowing them to focus on patient care and other high-priority tasks To establish a process that ensures 99%+ accuracy in applying future payments. To set up structured weekly reporting for complete financial visibility The Challenge While the objectives were clear, execution came with multiple challenges: Historic Backlog – Transactions dating back to 2018 needed correction. Software Transition – Our team had to learn and adapt to Tebra quickly. Access Limitations – There was limited visibility into financial records, which required creative workarounds until broader access was granted. The Solution We implemented a structured approach to bring the client’s AR process back on track: Accurate Payment Application – Applied cash receipts directly against patient balances with precision. Historic Cleanup – Reviewed and corrected 3,000+ misapplied transactions as it was difficult to trace transactions in the bank statements for past years. Tebra Integration – Our bookkeeper used the client’s accounting platform for both input and reporting. Weekly Reporting – We developed an internal tracking system to share transaction summaries with the client consistently. Future-readiness – Our team recommended various process improvements to help the client scale their AR management as patient volume grows. The Result Conclusion The outcomes were both immediate and measurable. We were able to bring 99%+ Accuracy in payment applications. Over 3,000 Historic Transactions, dating from 2018 onward, were corrected in less than 4 months. This helps in eliminating long-standing discrepancies. We implemented an internal tracking mechanism to maintain transaction records, which are submitted to the client weekly for their review. Through weekly reports and real-time insights, we improved Financial Visibility into their AR processes. Accounts receivable management plays a critical role in ascertaining the financial health of any organization. By outsourcing AR services to KnowVisory Global, the South Carolina clinic was able to eliminate years of inaccuracies and regain financial clarity. Today, the client operates with a reliable, scalable AR system that enables its staff to focus more on what matters most – delivering exceptional patient care.

This case study aims to explore the challenges faced by a large hospitality company in handling a significant backlog of intercompany AR and AP invoices. It details the steps taken to identify, address, and resolve the backlog, highlighting the outcomes and lessons learned in the process. Introduction Our client, a global hospitality leader managing luxury hotel chains, faced mounting financial risks due to a backlog of 10,000+ unprocessed intercompany invoices. Manual processes, inconsistent policies, and fragmented systems led to delayed reconciliations, cash flow mistakes, and a flawed financial reporting system. With deadlines looming and audits approaching, they turned to KnowVisory Global to eliminate the backlog and future-proof their operations. The Problem The client’s accounting system was disparate and flawed. With 50+ properties and a disjointed accounting system, the company failed to handle complex intercompany transactions. Siloed processes, manual data entry, and fragmented tools led to: Backlog Chaos: Over 10,000 AR/AP invoices between subsidiaries remained unprocessed, causing balance sheet discrepancies. Manual Errors: Spreadsheet-based tracking led to duplicate entries, missed payments, and mismatched reconciliations. Cash Flow Strain: Backlog led to tied-up working capital. Compliance Risks: The company was at risk of IRS audits and tax penalties. Decision to Transition The client wanted to clean up their invoice backlog and build an accounting process that supports growth and audit readiness. They decided to partner with KnowVisory Global for a complete system overhaul. The Challenge There were multiple issues that demanded immediate attention and firm resolution: A huge backlog of over 10,000 inter company AR and AP invoices. Discrepancies in financial reporting Strained cash flow management. Outdated tools and legacy systems that failed to handle transaction volume or multi-currency needs. anual workflows that led to inaccuracies in inter company reconciliations and inefficiencies in cash management. Due to all this, the overall financial health and operational efficiency of the company were at risk, and the client feared an IRS audit and penalties. The Solution Seasoned experts at KnowVisory Global followed a two-phased approach: clearing the backlog and preventing its recurrence. Phase 1: Backlog Cleanup in 90 Days Data CentralizationOur team gathered all outstanding invoices from emails, spreadsheets, and legacy ERPs and compiled them into a unified dashboard. Systematic CategorizationOur experts then categorized these invoices by age, amount, and entity. Invoices were prioritized based on their impact on financial statements and operational urgency. High-priority invoices, such as those affecting cash flow or nearing statutory deadlines, were addressed first. Segmentation helped in breaking down the backlog into manageable chunks. Team Allocation and Task ManagementSpecialized teams were allocated specific segments of the backlog. Each team included members from finance, accounting, and IT departments to ensure a comprehensive approach to resolving the issues. Clear roles and responsibilities were defined to avoid overlaps and ensure accountability.◦ Reconciliation of AR/AP balances at entity and consolidated levels.◦ Resolving discrepancies via cross-entity collaboration.◦ Processing 200+ invoices daily using temporary staff for low-complexity tasks. Real-Time TrackingA project management office (PMO) was established to monitor progress regularly. Weekly meetings were held to review the status, address bottlenecks, and ensure that the clean-up process was on track. Key performance indicators (KPIs) such as the number of invoices processed and the time taken per invoice were tracked. Phase 2: Process Overhaul & Automation AI-Powered Invoice ProcessingWe implemented an automated invoice processing system to digitize and process invoices, reducing manual errors and speeding up the workflow. Global Policy StandardizationWe standardized policies and procedures across hotel chains to ensure consistency. This included setting clear deadlines for invoice submission and reconciliation. ERP IntegrationIntegrated new tools with existing systems (e.g., SAP) to enable real-time reconciliation. The Result Conclusion The implementation of automated systems and standardized procedures led to a significant reduction in the backlog. Immediate Impact Backlog Eliminated: 10,000+ invoices processed in 12 weeks. Cash Flow Movement: Reconciled balances unlocked trapped cash flow. 70% Faster Processing: Automation reduced invoice cycle time from 14 days to 4 days. Long-Term Benefits 98% On-Time Processing: Monthly invoices now cleared before deadlines. 40% Faster Month-End Close: The company observed quicker month-end closes, more accurate financial reporting, and better cash flow management. Audit-Ready: Full visibility into inter company balances ensured compliance. Intercompany accounting complexities can cripple even the largest organizations. At KnowVisory Global, we combine technical expertise with years of knowledge to resolve financial crises and build resilient financial operations.

A New Jersey-based CPA firm partnered with KnowVisory Global’s bookkeeping services to resolve an 18-month backlog for 22 businesses, ensuring timely tax filings and preventing IRS penalties. Through strategic task allocation, temporary staffing, and meticulous data reconciliation, we restored compliance and safeguarded the firm’s reputation. Introduction Our client, a US-based CPA firm specializing in accounting, bookkeeping, and payroll services for small to medium businesses, faced severe staffing shortages. This led to a backlog of unrecorded transactions for 22 clients dating back to January 2022. With IRS penalties looming for delayed 2022 tax filings, the firm urgently needed to resolve the backlog before the October 15, 2023, extended deadline. They outsourced the cleanup to KnowVisory Global in July 2023, giving us just three months to deliver results. The Problem The CPA firm struggled with three critical issues: Staffing Shortages: Insufficient personnel caused delays in managing routine bookkeeping and payroll tasks. 18-Month Bookkeeping Backlog: Financial data for 22 businesses – including payroll, expenses, and revenue – remained unrecorded since January 2022. IRS Penalty Risks: Clients faced penalties due to unpaid tax shortfalls. Estimated tax payments had been calculated arbitrarily, and payroll accounting was incomplete, compounding compliance risks. Decision to Transition With deadlines approaching and internal resources stretched thin, the CPA firm engaged KnowVisory Global to take over the backlog. Our proven expertise and rapid-response team them achieve desired results. The Challenge Completing the project required overcoming two major hurdles: Complex Coordination: Each business had unique financial structures, transaction types, and data quality levels and this demanded tailored communication and workflows. Tight Deadline: With only three months to reconcile 18 months of backlogged transactions and file accurate tax returns, efficiency and precision were non-negotiable. The Solution KnowVisory Global implemented a structured approach to meet the tight deadline while ensuring accuracy: 1. Centralized Data Collection & Organization We gathered all outstanding financial data (bank statements, payroll records, invoices) from the 22 businesses and created a centralized repository by categorizing accounts basis client, transaction type, and date. 2. Role-Based Task Allocation We then assembled a dedicated team of bookkeepers, senior accountants, payroll specialists, and tax experts and assigned them clear roles and responsibilities. This helped us avoid overlaps and maintain accountability. 3. Temporary Staffing Support We also onboarded few temporary bookkeepers to accelerate data entry and reconciliation. 4. Milestone-Driven Workflow Out team then divided the project into weekly milestones and tracked progress and addressed bottlenecks proactively. 5. Client Collaboration & Payroll Resolution Our experts liaised directly with each business to clarify discrepancies and validate transactions. A separate team focused on rebuilding payroll records to ensure accurate tax withholdings and net pay calculations. The Result Conclusion For the 22 Businesses: Zero late filings: All tax returns were submitted by October 15, 2023. Penalties avoided: Clients evaded non-filing fines. Those with tax shortfalls paid minimal delinquency penalties, while others received refunds for overpayments. For the CPA Firm: Client retention: The firm retained 100% of its clients by resolving the crisis. Reputation salvaged: Timely compliance restored trust and credibility. Time-sensitive accounting cleanups require expertise, scalability, and precision. KnowVisory Global’s collaboration with this CPA firm highlights our ability to deliver under pressure while ensuring compliance and client satisfaction.

In this case study, we take a closer look at how KnowVisory Global helped a well-known U.S. retailer fix long-standing challenges in their accounts payable (AP) and accounts receivable (AR) operations. What started as a struggle with errors, delays, and manual backlogs turned into a smoother, faster, and far more reliable process. By outsourcing their critical back-office tasks, the client not only gained better financial accuracy but also freed up valuable time and resources to focus on growing their business. Introduction Our client is a U.S.-based wholesaler and online retailer specializing in European-inspired kitchen and bath appliances. Their products include a range of hoods, wine coolers, fireplaces, shower panels, and bathtubs. Headquartered in the U.S., the company generates revenue primarily through direct product sales on its website and via major platforms such as Amazon, Wayfair, and Walmart. To support their rapid growth, reduce operational challenges, and maintain financial accuracy across high transaction volumes, the company sought our support for back-office functions related to accounts payable and accounts receivable The Problem Due to a sudden surge in sales due to retail markup, the company faced recurring inefficiencies in its financial workflows, and the client’s internal team was spending too much time fixing errors rather than focusing on growth: The team lacked a proper process for credit and payment memo processing There were manual errors in entering and reconciling financial data The company was missing or delaying PODs, which made it hard for them to resolve disputes Manual processes slowed down settlements across NetSuite and vendor portals These challenges not only created operational inefficiencies but also risked damaging vendor trust. Decision to Transition The client wanted to resolve these issues and decided to partner with an expert AR/AP service provider. They were specifically looking for: A partner with hands-on experience in NetSuite and vendor portals. A team that could deliver accurate results in a timely manner – without much oversight. A cost-effective solution that avoided the need for additional in-house staff. KnowVisory Global checked all the boxes and became the partner of choice. The Challenge Working on the books came with its own set of challenges: High Transaction Volume: The company had large volumes of AP/AR records, which had to be processed with precision. Consistency & Accuracy: Every credit memo, payment memo, and POD upload needed to be handled accurately and in a time-bound manner. Multi-Platform Coordination: All deliverables had to be shared consistently across all platforms, including Google Drive, NetSuite, and multiple vendor portals. Resource Optimization: With only one dedicated resource, work had to be assigned efficiently to maintain accuracy and prevent burnout. The Solution We created a structured workflow that streamlined both AP and AR functions. Step 1: Creating Credit & Payment Memos in NetSuite We downloaded remittance files from vendor portals or the client’s shared drive. Our bookkeeper then organized and formatted the data for accuracy. Credit memos were created to adjust customer balances. We then issued payment memos for partial or full settlements. Our team verified and posted all entries without errors. Step 2: Proof of Delivery (POD) Management To resolve disputes and to validate payments, we: Retrieved PODs directly from NetSuite. Uploaded them into the vendor portals on time. Rechecked vendor records to confirm payments were processed. By combining automation within NetSuite and structured data handling, we were able to bring clarity and speed to the client’s AP/AR cycle. Tools that we used include NetSuite, Google Drive, Amazon, Wayfair, and Lowe’s vendor portals. The Result Conclusion The partnership quickly paid off, and the company was able to achieve: Improved data clarity Significant reduction in errors, which made it easier to review records Streamlined workflows that led to quick payment settlements Accurate documentation that led to smoother vendor interaction Accurate documentation that led to smoother vendor interaction For nearly a year, KnowVisory Global has been providing end-to-end support to the client’s AP/AR processes. Through our structured workflows, we helped them overcome inefficiencies, reduce errors, and reclaim vendor confidence. This case proves that outsourcing back-office functions isn’t just about cost savings; it’s about achieving accuracy, efficiency, and peace of mind.

This case study aims to explore how KnowVisory Global helped a leading US-based real estate company overcome payroll inefficiencies and build a more reliable, scalable, and streamlined payroll process. It also highlights the measurable impact of outsourcing payroll management to a trusted partner. Introduction Our client is a US-based real estate company that focuses on the development, construction, and management of luxury apartment communities. They generate revenue by delivering premium residential services across multiple locations. Due to the increasing complexity of managing payroll internally, the client experienced frequent timesheet discrepancies, delayed bonus processing, and administrative inefficiencies in tracking absences and overtime. These challenges not only created additional workload for HR and managers but also led to payroll inaccuracies that impacted employee satisfaction and compliance. To overcome these hurdles, the client partnered with KnowVisory Global and leveraged our Payroll Processing and Administration Services to ensure accuracy, timeliness, and operational efficiency. The Problem The client faced recurring issues in managing payroll internally: Unmatched Timesheets: Frequent discrepancies in employee punch-in and punch-out records required manual intervention. Overtime Monitoring: Employees working beyond the standard 8-hour threshold needed close review to prevent errors. Absence and Leave Verification: Accuracy in sick leave, vacation time, and meal breaks required consistent oversight. Bonus File Preparation: Delays in bonus processing often disrupted payroll cycles.  These challenges increased administrative overhead and exposed the organization to risks of payroll inaccuracies, employee dissatisfaction, and inefficiency. Decision to Transition Recognizing these hurdles, the client looked out for an experienced outsourced payroll partner. They needed: A reliable team with expertise in Workday payroll systems. The ability to manage confidential payroll data with utmost accuracy and discretion. Cost-effective support that avoided the expenses of recruiting and training an internal payroll staff. KnowVisory Global’s proven expertise in outsourced payroll processing made us the partner of choice. The Challenge Managing the client’s payroll system involved multiple challenges: Consistency & Accuracy: Every timesheet had to be reviewed and corrected for 100% accuracy. Time-Sensitive Deliverables: Payroll reports, reconciliations, and bonus files needed to be processed on time every cycle. The Solution We implemented a structured payroll management system that helped in: Managing Unmatched TimesheetsEmployee time punches were reviewed daily to identify discrepancies. Any issues were immediately communicated to managers via email. This ensured accurate and up-to-date records of all employees. Overtime MonitoringDetailed midnight overtime reports were generated to track employees exceeding the standard 8-hour daily shift. All changes were reported to managers promptly. Absence & Timesheet VerificationVacation, sick leave, and meal break records were downloaded and reviewed regularly. All details were verified directly with the client’s HR representative. This reduced errors and ensured reliable payroll inputs. Duplicate Hours CheckCross-checks were conducted across reports to identify any duplicate hours recorded. These entries were flagged and corrected before payroll finalization, eliminating risks of overpayment. Bonus File PreparationMonthly bonus files were prepared with precision and uploaded securely into Workday. This streamlined process ensured bonuses were processed on time without errors or delays. Seamless CommunicationQueries were addressed promptly through Microsoft Teams, and finalized payroll reports were uploaded directly into Workday for the client’s review and approval. The Result Conclusion Our collaboration helped the client achieve measurable improvement: 100% Timesheet Accuracy: Errors were identified and corrected before payroll submission. Improved Leave & Absence Accuracy: Consistent verification reduced miscalculations. Duplicate Hours Detection: Enhanced checks eliminated payroll duplication risks. On-Time Bonus Processing: Bonus file uploads supported smooth payroll cycles. Payroll is a critical function and even minor errors can disrupt employee trust and organizational efficiency. By partnering with KnowVisory Global, our real-estate client successfully streamlined its payroll processes, reduced administrative inefficiencies, and ensured complete accuracy in employee compensation. For over two years, our payroll specialists delivered consistent, reliable payroll outcomes that allowed our client to focus on its core business: developing and managing premier apartment communities. At KnowVisory Global, we specialize in Accounting, Bookkeeping, Payroll Management, Tax Support, and FP&A for businesses across the US, UK, and Canada. If you are looking to outsource payroll or streamline your financial operations, contact us today for tailored support.