Accounting back office project of European client
Originally established in Central and Eastern Europe, Our Client set out to offer its clients top-‐quality services by knowledgeable professionals at reasonable rates.
About our client
Originally established in Central and Eastern Europe, Our Client set out to offer its clients top-‐quality services by knowledgeable professionals at reasonable rates. Over the years Our Client became one of the most dynamic outsourcing and consulting companies operating within the region.
- Client Service Lines
- Accounting & reporting
- Corporate & secretarial services
- Payroll & HR administration
- Tax advisory
- Initial Contact and meeting
- Trial Run
- Contract Signing
The end client is one of the giants of the petroleum industry with presence in over 70 countries. SBS Global will process the documents for the petrol pump franchises of this client for countries Czech and Slovakia. There were over 70 franchisees with each franchise owning an average of 4 to 5 stations. On an average SBS Global processed 1200 invoices per day with a peak of around 1800 invoices.
On monthly basis SBS Global was processing more than 20,000 invoices per month and on quarter ends more than 25,000 invoices per month.
Training and Migration
SBS identified and deployed a team for the training and migration of the process. The team was lead by the Sr. Manager Operations. The training and migration time was set to around one and a half months. A draft training manual was provided and the initial training was given through online calls. The scope of the work was the processing of Accounts Payables and Accounts Receivables for all the branches of the end client.
Ramp up for Volumes
SBS Global started with processing around 5000 invoices in the first month. SBS Global in consultation with the client estimated the future volumes and started identifying the resources for the future volumes. In house training was given to these resources. Plans were made to ensure that the target volumes are met. The SLA for completing the invoice was one working day with difference between peak volumes and average volumes being around 50%. Keeping this in mind SBS Global planned the capacity to cater to the peak volumes to ensure that the SLA will be met.
From Second month onwards, SBS Global started processing around 10,000 invoices monthly. The entire team was trained. The client was appraised of the processing capabilities and was told that SBS Global can handle all the invoices for the end client on its own. This led to the average volume of around 20,000 from third month onwards.
SBS Global was able to ramp up operations within two months. With proper resource planning and training, the team was able to handle the invoice processing of the client independently.
Challenges that were faced during the trial run and migration.
- Off Site Training
- High Volumes
- Accounting Practices
- Processing and Quality
Each challenge was accessed and analyzed. Then a solution was developed for each challenge with the review and validation from the client.
SBS started giving near error free output to the client within the third month of operations. The client was extremely satisfied with the results. This was achieved by using Six Sigma technologies and analysis of the errors made.
One of the major strengths of SBS is to improve the processes to improve the efficiency and quality of the operations. SBS suggested and implemented different process improvements.
Some of the process improvements were suggested to the clients that resulted in the changes to the entire process. They also increased the efficiency level immensely thus helping to reduce costs.
With outsourcing the Accounts Payable and Accounts Receivable process to SBS, the client had the following benefits:
- Cost Reduction
- Time Zone Advantage
- Process Improvements
- Quality Output
- Better Customer Satisfaction
- Focus on Growth