21h โข Business & Strategy ๐ง
$47K Found in Vendor Overpayments. Client Thought Their AP Was "Fine." ๐ฅ
Accounts payable team processing 280 invoices monthly. Manual entry. Zero validation.
They were losing money they did not know existed.
THE DISCOVERY:
Brought on for invoice automation. Standard project. $1,800 setup.
During implementation, I ran historical analysis on their past 8 months of invoices.
Found 23 duplicate payments totaling $18,400.
Found 47 instances of quantity mismatches totaling $12,800.
Found 8 price discrepancies from vendor rate changes totaling $16,000.
Total: $47,200 in overpayments over 8 months.
THE REACTION:
Controller: "We audit invoices manually."
Me: "Your manual audit missed $47,000."
THE EXPANDED SCOPE:
Original project: Invoice data extraction
$1,800 setup
Expanded project: Full AP validation system
- Duplicate detection across vendor and invoice number
- PO matching with quantity and price verification
- Historical rate comparison flagging
- Approval routing for discrepancies
New scope: $4,200 setup plus $350 monthly
THE SYSTEM:
Node 1: Invoice arrives via email
Node 2: PDF Vector extracts all line items
Node 3: Cross-reference against open POs
Node 4: Flag any quantity or price mismatch
Node 5: Check for duplicate invoice numbers last 12 months
Node 6: Route clean invoices to approval
Node 7: Route flagged invoices to review queue with specific issue
THE RESULTS:
Month 1: Caught $3,400 in would-be overpayments
Month 2: Caught $2,800
Month 3: Caught $1,200 (vendors cleaned up their act)
Annual savings: $25,000+ estimated
THE LESSON:
Clients do not know what they are losing.
Your job is not just to automate. Your job is to find the expensive problems hiding in their "good enough" processes.
What expensive problems are hiding in your client's "we'll get to it" pile?
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$47K Found in Vendor Overpayments. Client Thought Their AP Was "Fine." ๐ฅ
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