Transforming Accounts Payable for a Leading Print and Marketing Services Provider

Transforming Accounts Payable for a Leading Print and Marketing Services Provider

Flow Trixs AP Automation Case Study

Learn how Flow Trixs helped a leading print, mail, and marketing services provider reinvent its Accounts Payable (AP) operations. By integrating automation, analytics intelligence, and structured process control, the client achieved remarkable improvements in cycle time, accuracy, and cost efficiency, transforming financial operations into a smarter, predictive function.

Client Overview

The client is a nationally recognized leader in print, mail, and marketing services. Serving businesses across the U.S., the company helps clients amplify growth, strengthen brand visibility, and optimize marketing efficiency. Despite a strong operational base, the client’s Accounts Payable function faced challenges with manual processes, limited visibility, and inconsistent financial control. Their goal was to modernize AP to achieve higher accuracy, speed, and predictability.

The Challenge

Manual Processes and Limited Visibility Undermining Financial Agility

Although efficient at scale, the AP workflow relied heavily on manual work, leading to delays, rework, and missed opportunities for cost savings.

Invoice Cycle Time:
  • SLA required 98% of invoices to be processed within 3 days.
  • 78% processed in under 3 days
  • 20% in 4–10 days
  • 2% took over 10 days

This lag caused SLA breaches, delayed vendor payments, and financial strain.

Error Rate:

Average accuracy stood at 99.5%, but recurring 0.5% manual errors created rework and vendor dissatisfaction.

Duplicate Payments:

Frequent errors with one-time vendors led to delayed refunds and reconciliation issues.

Lost Savings:

The company earned $20K per month in early payment discounts, but a deeper analysis revealed significant untapped potential.

Flow Trixs Solution

Automation, Analytics, and Standardization Powering a Future-Ready AP Model

Flow Trixs completely re-engineered the client’s Accounts Payable process using AI-driven automation, predictive analytics, and real-time governance.

Data-Driven AP Intelligence
  • Implemented dashboards for live visibility into overdue invoices, vendor discount utilization, and payment trends.
  • Predictive analytics enabled proactive cash flow planning and minimized late-payment risks.
Automation-First Invoice Management
  • Deployed Robotic Process Automation (RPA) for payment batch preparation, vendor statement processing, and invoice validation.
  • Introduced a centralized AP portal for vendor queries and reconciliations.
  • Generated productivity gains equivalent to 7 full-time employees (FTEs).
Process Structuring & Standardization
  • Standardized statement tracking and reconciliation templates for error-free, on-time payments.
  • Established unified process documentation for consistency and transparency.
Quality and Control Framework
  • Embedded preventive audit protocols and AI-based error detection to maintain quality at every stage.
  • Reduced invoice error rates to below 0.1%, exceeding industry benchmarks.
The Outcome

Predictable, Scalable, and Insight-Rich Financial Operations

  • Under-3-day processing improved from 78% to 90%.
  • 4–10-day invoices dropped from 20% to 9.5%, and over-10-day invoices fell to 0.5%.
  • Error rate reduced from 0.5% to below 0.1%, with 99% duplicate payment prevention achieved through automation.
  • Early payment discounts rose from $20K to $25K per month, unlocking new financial efficiency.

Together, these gains improved cash flow, vendor relationships, and overall financial transparency, positioning the client’s AP function as a digital, data-driven powerhouse.

That’s Intelligent Transformation, Delivered by Flow Trixs.

Flow Trixs continues to support the client as a strategic automation and intelligence partner, driving measurable impact across cost, accuracy, and speed, and setting a new standard for financial innovation.