Project at a glance
Manual AP processes couldn’t keep up with invoice volume. Limited visibility, slow approvals, and header-level matching made it difficult to track invoices, manage discrepancies, and maintain strong supplier relationships.
- 80% of invoices processed straight through
- Invoice volume increased from 60k to 100k with half the team
- Full visibility across invoice status and discrepancies
- Line-level matching enabled deeper margin analysis
- Improved supplier relationships through on-time payments
High invoice volume with no visibility or control
Processing tens of thousands of invoices each year, the AP process relied heavily on manual handling. Invoices were routed for approval across multiple locations, often taking days to complete. Visibility was limited. Finance teams couldn’t easily see where invoices were, whether there were discrepancies, or what was delaying approval. Matching was simplified to reduce workload, often done at header level, limiting accuracy and insight. The day-to-day reality included:
- Manual routing of invoices across locations
- Limited visibility into invoice status and discrepancies
- Delays in approvals and query resolution
- Reduced accuracy from simplified matching
Handling more invoices, with less manual work
Fixing AP meant making the process scalable. SoftCo introduced a centralised workflow for invoice capture, matching, and approval, removing the need for manual routing and giving full visibility across the process. Invoices are now matched automatically where possible, with 80% processed straight through. Where exceptions occur, they are routed through structured workflows without disrupting the wider process.
“80% of our invoices are straight through auto-match, which removes repetitive work from the team.”
The shift also enabled line-level matching, replacing the previous header-level approach. This gives finance more accurate data and deeper insight into costs and margins.
From manual processing to scalable AP performance
JJ Foodservice increased invoice volume from 60,000 to 100,000 annually, while reducing the AP team from six people to three. Manual effort has reduced significantly, with automation removing repetitive tasks and allowing the team to focus on higher-value work. Visibility has improved across the entire process. Finance can track invoices, identify discrepancies, and address delays quickly. Supplier relationships have also strengthened. With consistent, on-time payments, JJ Foodservice is prioritised by suppliers, particularly in times of supply pressure. The result is a process that is more efficient, more transparent, and able to scale without increasing headcount.
80% straight-through processing
Invoices processed without manual input
100k invoices handled by 3 people
Scaled without increasing headcount
Full process visibility
Track invoices and discrepancies
Line-level matching
Improved accuracy and margin insight
Stronger supplier relationships
Consistent, on-time payments
“When supply is tight, suppliers choose who they prioritise. We make sure we’re at the top of that list. We’re now doing more with less. Three people are handling 100,000 invoices a year.”
Mushtaq Ahmed
Managing Director, JJ Foodservice
