Case Study
Vendor Invoice Reconciliation & Compliance Management
Integrations & Tools:
- Macros
- MS Excel
- ChatGPT
The Challenge?
The client faced key gaps in invoice management:
- Unorganized invoices with no structured queue or standard format.
- Duplicate invoices and repeated numbers.
- Unnecessary vendor charges.
- Lack of reporting tools for validation.
- No bulk data upload, creating backlogs and inefficiencies.
These issues led to errors, slow processing, limited visibility, and challenges in trade compliance.
Our Solution
Arista Systems implemented a complete end-to-end invoice reconciliation and compliance management framework:
- Centralized all vendors into a single structured workflow.
- Created a local invoice database to manage backlogs and real-time reconciliation.
- Reconciled all backdated invoices to ensure records were current.
- Introduced standardized invoice formats with vendors to prevent duplicates and irregularities.
- Eliminated duplicate billing, mismatched charges, and missing entries.
- Leveraged automation tools, including Excel macros, formulas, and ChatGPT, for process drafting, validation, and reporting.
This framework improved accuracy, transparency, and scalability, making the client’s operations audit-ready and future-proof.
The Result
The reconciliation project delivered tangible results, with over 4,000 invoices processed worth $15M+ across multiple categories. By implementing structured workflows and automation, the team achieved an 85% reduction in errors and cleared the entire backlog, enabling 100% real-time compliance. All invoices were systematically categorized, ensuring full transparency, accurate cost tracking, and scalability, while also establishing a framework that is audit-ready and future-proof.
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