A U.S. commercial mechanical services provider was struggling to manage its procure-to-pay (P2P) operations. Operating across 40+ states, the client was dealing with high invoice volumes. Poor coordination between regional offices and central accounting teams led to significant invoicing issues and delays in payment processing. This disrupted project timelines and strained supplier relationships.
Partnering with KnowVisory Global helped the client streamline their financial operations, clear long-standing backlogs, and establish a more efficient, real-time workflow.
Key Outcomes
Improved invoice receiving and vouching accuracy
Real-time processing of invoices across all regions
Better communication between regional teams and HQ
Introduction
Our client is a provider of commercial mechanical services in the United States. Operating across more than 40 states, the company provides a wide range of services, including HVAC, plumbing, refrigeration, and food & beverage equipment support to its multi-site commercial clients.
As a 100% self-performing organization, the client manages everything in-house — from installations and replacements to preventative maintenance and 24X7 emergency support services.
Due to expanding operations and rapid growth, the company was facing significant invoicing issues and delays in payment processing due to a lack of proper communication between the regional offices and the accounting department at headquarters. They wanted to clear the invoicing backlog and establish stronger financial controls to support scale.
That’s when the client approached us for help.
The Problem
Due to operations spread across multiple regions, the client faced several inefficiencies in their procure-to-pay cycle:
- Inconsistent invoices across regions
- Six-month backlog of unprocessed invoices
- Delays in invoice processing and strained supplier relationships
- Limited communication between regional teams and headquarters
- Fragmented documentation across emails and shared folders
These issues created financial blind spots and demanded quick resolution.
Decision to Transition
The client decided to outsource their P2P operations to a specialized, cost-effective accounting partner who can process a high-volume of pending invoices while working independently with minimal supervision.
The Challenge
Executing the project came with several complexities:
- Multi-Region Operations: The client had multiple offices across regions, and each followed its own workflow and service delivery model.
- Large Volume of Pending Invoices: Hundreds of invoices pending for the past 6 months, creating a significant backlog and impacting payment timelines and vendor relationships.
- Fragmented Data: Key accounting and bookkeeping information was scattered across emails and shared folders.
- Coordination: Continuous alignment was needed with internal stakeholders or vendors in case of delivery issues or mismatches.
The Solution
We implemented a structured Procure-to-Pay process to improve accuracy, strengthen controls, and streamline the accounts payable process. We:
- Matched vendor invoices with corresponding purchase orders to verify pricing, quantities, and terms.
- Identified and resolved discrepancies before invoices were processed.
- Validated receipt of goods and services and updated system records in real time
- Reviewed supporting documents (POs, receipts, contracts) and ensured accurate and timely recording of liabilities.
The Result
Conclusion
- Our streamlined approach helped the client improve accuracy, reduce delays, and gain better visibility into their accounts payable process.
- Our accountants cleared six months of historical invoice backlog in the shortest time
- There was a significant improvement in invoice accuracy
- Current invoices were processed in real time
- Financial records were now up to date. This supported their operational efficiency and compliance needs.
- With our support, the client was able to transition from operating in separate regional silos to a more centralized and unified operating model.
- For over a year, we have been delivering end-to-end Procure-to-Pay support to this US-based mechanical services provider. What began as a one-time backlog resolution initiative has evolved into a long-term strategic partnership.
- This case study demonstrates that choosing outsourced finance and accounting services goes beyond cost optimization. It enables organizations to establish scalable systems, strengthen financial controls, and improve overall business performance.
- At KnowVisory Global, we support businesses across the U.S., U.K., and Canada with Accounting, Bookkeeping, Payroll, and FP&A services. If your finance operations are creating bottlenecks or are limiting your growth, our experts can help you streamline processes and build a more resilient financial foundation in the shortest possible time.