The Full P2P Workflow
Our P2P service covers every stage of the procurement-to-payment cycle:
Procurement & Supplier Management
- Purchase requisition processing — Reviewing, validating, and routing purchase requests through your approval workflows
- Purchase order creation — Generating POs in your ERP or procurement system, ensuring correct coding and authorization
- Supplier onboarding — Setting up new vendors in your system with proper documentation, tax details, and payment terms
- Supplier master data management — Maintaining accurate vendor records, banking details, and contact information
- Spend analysis — Categorizing and reporting on procurement spend to identify savings opportunities
Invoice Processing & Matching
- Invoice receipt and capture — Receiving invoices via email, portal, or mail scanning and entering them into your system
- Data entry and validation — Verifying invoice details against contracts, rate cards, and purchase orders
- Three-way matching — Systematic matching of invoices to purchase orders and goods receipts to prevent overpayment
- GL coding — Assigning correct general ledger codes, cost centers, and project codes based on your chart of accounts
- Exception handling — Investigating and resolving pricing discrepancies, missing POs, quantity mismatches, and duplicate invoices
- Approval routing — Submitting invoices through your defined approval workflows and following up on pending approvals
Payment Processing & Reconciliation
- Payment scheduling — Preparing payment batches aligned with payment terms and cash flow priorities
- Payment file preparation — Creating payment runs for bank upload or ERP processing
- Early payment discount capture — Identifying and prioritizing invoices eligible for early-payment discounts
- Vendor statement reconciliation — Matching vendor statements against your AP records to identify discrepancies
- Vendor communication — Responding to supplier inquiries about invoice status, payment timelines, and disputes
Expense Management
- Expense report processing — Reviewing employee expense claims for policy compliance and proper documentation
- Receipt verification — Validating receipts and supporting documentation against expense policies
- Reimbursement processing — Preparing approved reimbursements for payment
- Policy compliance monitoring — Flagging out-of-policy expenses for management review
Why Outsource Your P2P Process
End-to-end visibility. When procurement and AP operate in silos, things fall through the cracks. A managed P2P service connects the dots — from the moment a purchase is requested to the moment the supplier is paid.
Cost reduction. P2P outsourcing to Kenya delivers savings of 70% compared to an equivalent European team. Our fully loaded rate covers salary, management, QA, office space, and IT infrastructure.
Faster cycle times. Dedicated P2P specialists process requisitions and invoices more quickly than in-house teams juggling multiple responsibilities. Faster processing means fewer late payments and more early-payment discounts captured.
Reduced errors and fraud risk. Three-way matching, duplicate detection, and multi-level review processes catch errors before they affect your books. Segregation of duties reduces fraud exposure.
Improved supplier relationships. Timely, accurate payments and responsive communication build trust with your supply chain.
Scalability. Invoice volumes fluctuate with business cycles. Outsourcing gives you the flexibility to handle volume spikes — month-end, quarter-end, acquisition integrations — without hiring additional permanent staff.
Quality Controls
- Three-way matching on every invoice with a corresponding PO
- Duplicate detection across invoice numbers, amounts, and vendor combinations
- Accuracy audits through regular sampling and review of processed transactions
- KPI tracking — processing time, error rate, cost per invoice, discount capture rate
- Continuous improvement driven by German management oversight
Systems We Work With
Our P2P team is trained on major procurement and accounting platforms:
- ERP systems — SAP, Oracle, Microsoft Dynamics, NetSuite
- Procurement platforms — SAP Ariba, Coupa, Jaggaer
- Accounting software — DATEV, Xero, QuickBooks, Sage, FreshBooks
- Expense management — Expensify, SAP Concur, Spendesk
- Banking and payments — Online banking portals, SEPA payment systems
We work within your existing systems. No migration required.
Deep Dive: Accounts Payable
For a detailed look at our invoice processing, payment scheduling, and vendor management capabilities, see our dedicated Accounts Payable Outsourcing page.
