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Case Studies --> Provider of Accounting Solutions to Multi-Unit Retail Operations

Offshore BPO services for accounts payable and other financial processes.

Our client is a rapidly growing leader in its market.  They perform all accounting operations – a/r, a/p, financial statements analysis, etc. – and effectively function as accounting staff, including Controllers, for their customers. 

The client recognizes how offshore services can enhance their competitiveness.  Benefits include – increase in net income, ability to scale rapidly without capital investments, opportunity to price their services to attract the price sensitive segment of their market, etc.

A partnership has been established with the client with our offshore teams operating as the client’s back-office.  Consistent with our methodology, we worked closely with the client to develop and implement a plan to introduce offshore processing into the client environment.  Major steps are listed below:

• Infrastructure Upgrade.  This phase consisted of determining the best technology to enable communications of information with the offshore team.  Fax servers and imaging systems, including hardware and software, were evaluated and appropriate recommendations made.  We assisted the client in implementing a scanning system and developed conventions for use in their environment.
• Scoping.  Client teams were interviewed and processes that were candidates for offshore processing identified.  These included:  Accounts Payables, Payroll data entry, Deposit Verification, Financial Statement preparation.
• Transition Plans.  A set of retail units was identified as the first target for offshore processing. A procedure was developed and documented to enable the seamless transfer of images to the offshore Backoffice, to verify that all records were entered correctly into the system and, subsequently, to allow retrieval of images directly from their accounting system.  Further, business rules associated with accounts payables data entry were documented and offshore staff trained.
• Pilot.  Batches of invoices were created as a pilot by the offshore team.  Since this was a trial, these batches were not posted in the system. Rather, accuracy of the data entered was verified by client staff.
• Production.  The process was then cutover to production.  A/P Data Entry for specified client customer is performed offshore. 

The client's satisfaction with our approach can be attested to by the fact that discussion are ongoing regarding expansion of the relationship by significantly increasing the role of the offshore Backoffice in the client's operations.