Bringing Clarity to Commission Accounting and Cash Flow for a New York Insurance Agency
For an established off-road and 4WD business, keeping vendor invoices organized and accounts payable up to date is essential, but as purchasing and service activity grows, managing and reconciling books and accounts often become an administrative burden.
This case study highlights how our outsourced accounts payable services helped the client bring structure to their AP process — without adding to their internal team’s workload.
Introduction
The client is a New-Jersey-based off-road and four-wheel-drive specialist that serves off-road enthusiasts, vehicle owners, and commercial customers with a broad range of products and services. Its revenue comes from multiple areas, including:
- Off-road parts and accessories sold in-store and online
- Installation and vehicle customization
- Maintenance and repair services
- Specialized projects for personal and commercial vehicles
With a business model that combines product sales with hands-on automotive services, the company manages a steady flow of vendor invoices and purchasing activity.
The Problem
Prior to partnering with KnowVisory Global, the client’s accounts payable process faced several recurring challenges:
- Vendor invoices were not always processed or recorded promptly, creating gaps in the accounts payable records.
- Outstanding invoices and aging balances lacked consistent visibility, making it harder to plan for upcoming payment obligations.
- Data-entry and invoicing errors occasionally crept in, requiring rework and follow-up with vendors.
- Accounting records were not always aligned across the operational and financial systems used by the business.
- Seasonal demands led to spike in invoice volume, and the team struggled to manage it internally
- Routine AP tasks were consuming a lot of the internal team’s time.
Decision to Transition
As purchasing activity and service volume continued to grow, the business needed a dependable, dedicated process for vendor invoices.
Rather than hiring additional in-house administrative staff, the client’s leadership chose to bring in an outsourced accounting partner who could take full ownership of day-to-day AP operations while working within the systems the business already relied on.
The Challenge
Taking over an established AP function came with its own set of considerations:
- The new process needed to fit within the client’s existing tools like Counterpoint and QuickBooks Desktop.
- Invoice intake needed to work smoothly through the client’s remote desktop environment without disrupting daily operations.
- Vendor and AP records needed to be reconciled accurately to correct any existing discrepancies before new processes could be considered fully reliable.
- Communication needed to stay close and responsive, so questions or exceptions could be resolved quickly rather than becoming bottlenecks.
The Solution
Our team managed the client’s entire accounts payable process, from invoice receipt through accounting and reconciliation. Our team:
- Established a structured invoice intake process, receiving invoices and supporting documentation through email and the client’s remote desktop environment.
- Reviewed incoming invoices, captured the required information, and recorded transactions accurately in the software system.
- Implemented ongoing AP tracking to monitor outstanding vendor invoices and maintain visibility into amounts due and upcoming obligations.
- Reviewed and reconciled vendor and accounts payable records regularly to identify discrepancies and maintain accurate balances.
- Set up a consistent communication workflow through Microsoft Teams for day-to-day questions and exceptions, alongside email, Counterpoint, and QuickBooks Desktop for completed work and required information.
This created a dependable, repeatable workflow connecting the client’s operational systems with its accounting records.
The Result
Conclusion
- The engagement helped the client strengthen its AP function without expanding its internal accounting workload.
- 30-40% faster invoice processing through a dedicated AP workflow
- 90% fewer invoicing errors through systematic review and reconciliation
- 100% AP aging visibility for outstanding vendor obligations
- 40% lower administrative workload for the internal team
- More efficient accounting operations through dedicated support
- Improved cash flow planning with better visibility into upcoming payables
- Greater confidence in financial data through accurate and consistent processing
- Accounts payable may be a back-office function, but inefficient AP processes can consume valuable time, create payment issues, and make cash management more difficult. For the client, dedicated outsourced AP support created a more structured way to manage vendor invoices and accounting records while reducing internal administrative demands.
- After nearly 1.5 years of working together, the client continues to rely on KnowVisory Global for its accounts payable support, valuing the accuracy, consistency, responsiveness, and reliability of the service. By taking routine AP responsibilities off the client's plate, our team has given the business greater freedom to concentrate on what it does best — servicing customers, building specialized off-road vehicles, and growing its business.
- Looking to reduce the burden of day-to-day accounts payable?
- Talk to KnowVisory Global about building a more efficient outsourced accounting process for your business.