A large not for profit organisation cut annual AP team employment costs by 64.5% with two dedicated resources while fixing late supplier payments and processing 280+ invoices every week.
- Client
- A large and diverse not for profit organisation operating across multiple sites in Australia, with education, community services and other agencies.
- Industry
- Not for profit
- Team
- Two dedicated AP resources
- Systems
- Zudello and Microsoft Dynamics GP
- Scope
- Accounts payable, invoice processing, cost centre review, supplier management, payment runs and AP process documentation.
Our client
A complex AP function across 37 cost centres
A large and diverse not for profit organisation operating across multiple sites in Australia, with education, community services and other agencies.
Its accounts payable function was complex, with 37 cost centres, two invoice processing systems and a high volume of supplier invoices. The client wanted more structure, timely supplier payments and lower AP team costs.
The challenges
What was breaking before Business Avengers
- ▪Supplier payments were often delayed, leading to regular follow-ups and strained supplier relationships.
- ▪Delayed payments sometimes triggered account suspension notices, putting important services at risk.
- ▪37 cost centres made it critical to allocate every invoice correctly.
- ▪Many invoices lacked the property address or contact person needed to identify the right cost centre.
- ▪Confusion over which entity should pay each expense, and whether to process it through Zudello or Microsoft Dynamics GP.
- ▪Many AP activities depended on individual knowledge, with few documented procedures.
The solution
Two dedicated resources and one structured process
We reviewed the existing AP workflow and identified where it could be improved.
Two dedicated resources then took over the day-to-day AP function.
- ▪A structured approach to identify the correct cost centre across all 37 cost centres.
- ▪Supplier engagement so invoices carry the property address or relevant contact person.
- ▪A clear process to identify the responsible entity and choose between Zudello and Microsoft Dynamics GP.
- ▪A consistent process for receiving, reviewing, processing and posting invoices.
- ▪Documented procedures for the AP inbox, invoice processing, cost centre review, payment runs, supplier setup, Zudello synchronisation and supplier queries.
The result
Timely payments at 64.5% lower cost
The client now has a dedicated AP team processing 280+ invoices every week, at 64.5% lower annual AP team employment costs.
Supplier payments are more timely and supplier follow-ups have reduced. Cost centre allocation is also more accurate.
Key AP activities are documented and repeatable. Management has greater control over invoice processing, supplier management and payment runs.
The AP function has moved from reactive to structured.
