Case Study #2

The Real Issue

As transaction volumes increased, the existing approval process became increasingly difficult to manage. Invoices were routed manually, creating delays, inconsistent approval paths, and limited visibility. Executives were spending valuable time approving routine, low-value invoices, while budget owners lacked the authority to approve spending within their own areas.

What Needed to Change

The organization needed a more efficient and accountable accounts payable process that could scale with the business. Approval authority needed to align with budget ownership, routine invoices needed to move through the system faster, and users needed clear visibility into the status of invoices in the approval process. The result would be faster vendor payments, stronger financial controls, and more efficient use of Executive time.

BHC's Approach

We started with people and process, not technology.

• Documented the existing accounts payable workflow.
• Identified approval bottlenecks and inefficiencies.
• Clarified approval roles, responsibilities, and budget ownership.
• Designed a scalable future-state process to support growth and stronger governance.

This process-first approach created a solid foundation for the successful implementation of Medius APA and Expensya.

Implementation

With the future-state process in place, we configured the technology to support it.

• Developed a clear approval matrix and delegated authority framework.
• Configured approval thresholds and escalation rules.
• Embedded the approval workflow into Medius APA and Expensya.
• Tested the solution and trained users to ensure a smooth rollout.

By aligning the technology with the business process, the organization gained a solution that was both efficient and easy for users to adopt.

What Changed

The new process delivered immediate improvements across the accounts payable function.

• Invoices moved through automated approval workflows.
• Processing times were significantly reduced.
• Manual data entry and routing were minimized.
• Approval rules were applied consistently across the organization.
• Users gained greater visibility into invoice status and approvals.
• Audit and compliance reporting became more transparent and reliable.

Why It Worked

The success of the project came from aligning the technology with the way the business actually operates.

• Approval authority was aligned with budget ownership and accountability.
• Automated business rules removed ambiguity and improved consistency.
• Executive leadership remained engaged throughout the project.
• The solution reflected real business processes rather than forcing users to adapt to the software.

Key Outcomes

The organization now has an accounts payable process that is scalable, efficient, and well governed.

• Faster invoice processing and approvals.
• Reduced manual effort and administrative workload.
• Clear accountability throughout the approval process.
• Improved audit readiness and compliance reporting.
• Greater visibility into financial commitments and outstanding liabilities.

The Result

By redesigning the approval process before implementing the technology, BHC helped the organization build an accounts payable solution that is faster, more transparent, and easier to manage. The result is a scalable process that supports continued growth while strengthening governance, financial control, and compliance.

Key Takeaway

The best technology implementations begin long before the software is installed. Understanding the business process, defining clear roles and responsibilities, and designing for the way people actually work creates the foundation for a successful implementation and long-term adoption.