Marigold Property Group

Invoices and vendor updates processed via spreadsheet handoffs.

Fictional example: illustrative composite, not an anonymized client case.

Timeline

7 weeks including UAT and hypercare.

Value

Projected annual impact: $137k in savings and risk reduction.

Challenge

Accounts payable and operations teams managed invoice approvals through email chains, causing late fees, duplicate entries, and poor visibility across properties.

Scope Defined in Blueprint

OCR ingestion for vendor invoices and contract-linked fields.
Approval routing based on amount, property, and budget ownership.
Duplicate detection before ERP sync and payment-release trigger.
Automated exception queue with reason codes for AP triage.

Automation Delivered

Document capture pipeline for invoices, purchase orders, and utility bills.
Three-level approval workflow tied to property, budget, and category.
ERP sync for validated records with automatic status updates.
Weekly KPI digest covering cycle time, exceptions, and late-fee exposure.

5-Step Delivery Breakdown

Step 1

Discovery & Scope Lock

Map invoice journey by property and quantify late-fee leakage.

Output: Property-segmented baseline and agreed target outcomes.

Step 2

Solution Blueprint

Design capture schema, approval matrix, and exception policy.

Output: Blueprint with data validation rules and control points.

Step 3

Build + Validate

Implement AP workflow and validate on prior quarter invoice set.

Output: Signed UAT on cycle-time and duplicate-prevention benchmarks.

Step 4

Production Cutover + Hypercare

Cut over active properties in phases with close monitoring.

Output: Stable cross-property rollout and mitigation of outlier cases.

Step 5

Handover + Continuous Improvement

Operationalize AP controls and define quarterly improvement themes.

Output: Ownership transfer, audit-ready documentation, and optimization queue.

Outcome Metrics

Invoice cycle time

12 days → 2.9 days

-76%

Late-payment penalties

$6.4k/q → $0.9k/q

-86%

AP admin workload

46h/week → 14h/week

-70%

Run this on your workflow Back to all example case studies