Actigy BPO

BACKGROUND

Introduce your business and what you do there.

I’m the finance manager of Confidential industrial manufacturer.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Actigy BPO?

We needed help with our accounts payable processing and back-office support. We wanted to eliminate our accounts payable bottlenecks, free up our internal team's time for analysis and month-end work, and reduce the operational burden without relinquishing our internal control over final approvals and payments.

SOLUTION

What was the scope of their involvement?

Actigy BPO has taken over our routine day-to-day invoice processing, including receipt, matching, exception flagging, and supporting reconciliations. The team has also mapped our internal rules, documented when items need to be escalated, and operated strictly within our set approval limits. Actigy BPO's work stops at preparing and reporting on invoices; they aren't responsible for payment processing tasks.

What is the team composition?

We've worked with 2–5 teammates from Actigy BPO.

How did you come to work with Actigy BPO?

Someone referred Actigy BPO to us. Most providers we spoke with wanted broader control over the payment cycle. Actigy BPO was one of the few that clearly accepted working inside our existing approval structure and showed solid experience with manufacturing-style three-way matching and PO-driven invoices.

What is the status of this engagement?

We started working with Actigy BPO in March 2025, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Our routine processing load has dropped sharply, with roughly 60% less time spent on day-to-day invoice work. Exceptions also become visible earlier, which significantly reduces last-minute pressure at month-end. Finally, we've been able to shorten our month-end close cycle by about 1.5–2 days on average.

We quantify the reduction in processing time by comparing our internal team's baseline hours against the new workflow, utilizing the weekly volume and aging reports Actigy BPO provides. Additionally, by using shared trackers for open items, we have clear visibility into exception handling, which allows us to track the timeline of our month-end close and measure the 1.5–2-day reduction in the cycle.

Moreover, we evaluate Actigy BPO's impact based on their adherence to turnaround commitments, which they meet with very few exceptions. We also rely on their weekly volume and aging reports as KPIs, alongside their ability to proactively flag volume fluctuations and provide early visibility on invoice exceptions.

How did Actigy BPO perform from a project management standpoint?

Actigy BPO's project management is highly effective, with roles and hand-off points defined early and followed consistently. The team is proactive in their communication, flagging volume fluctuations in advance rather than letting work pile up. Regarding delivery, they reliably deliver on time and meet their turnaround commitments with very few exceptions.

We communicate with Actigy BPO via email and messaging apps.

What did you find most impressive about them?

Actigy BPO treats outsourcing as a support function, not a takeover. We keep full visibility and final say on every payment decision while still removing a large portion of the operational burden.

Are there any areas they could improve?

While it's not a major issue, the monthly reports could include a more detailed breakdown of open items by vendor, document type, or process gap. Having that level of detail would help us identify recurring issues and resolve them faster on our end.