Streamlining Account Receivables for GoApptiv: A 90% Time Reduction and Improved Cash Flow Transparency

Background

GoApptiv, India's fastest-growing healthcare business services provider, is revolutionizing how pharmaceutical products reach diverse geographic markets. With a unique phygital model and a proprietary technology platform, GoApptiv supports over 700 brands and 1,000+ field agents to optimize revenue growth and stakeholder engagement in the healthcare ecosystem. Despite their technological edge, GoApptiv's finance team faced a pressing challenge in managing Account Receivables (AR) due to disparate ERP systems and complex manual computations.

The Problem

GoApptiv's finance team struggled to compute AR dynamically due to the following issues:

Disparate ERP systems: The Finance ERP and the ERP used by Super Distributors (SDs) operated independently, creating data silos.
Complex manual processes: AR calculations required integrating sales, stock, and payment reports at an invoice level, compounded by varying payment terms tied to stock inventory days.
Time-intensive efforts: Manual computation of AR demanded 3–4 days of effort by multiple team members, delaying actionable insights and transparency with SDs.

Solution Offered

Easemylife (EML) designed and implemented an automated solution to streamline GoApptiv's AR computation process. Key steps included:

Data Integration: Automated data import from both ERPs, ensuring all sales, stock, and invoice reports were standardized and tabulated.
Dynamic Stock Computation: Stock value was calculated based on the net selling price of previous months, and stock in terms of days was computed for each SD.
Targeted Payables Calculation: Using agreed inventory terms, excess inventory was subtracted to calculate precise payable amounts.
Automated Reporting: Invoice-level balance payable reports were generated and shared with SDs for complete transparency.

Implementation Process

The solution was implemented over 3–4 months with a collaborative approach:

Iterative Co-creation: EML collaborated closely with GoApptiv's finance team and SDs, conducting brainstorming sessions to refine the AR computation process.
User Training: Hands-on sessions were conducted for finance users to ensure smooth adoption.
Bug Resolution: Emerging issues were promptly addressed, ensuring system reliability.
Stakeholder Buy-in: SDs were actively involved, fostering alignment and trust.

Results and Benefits

The automated solution delivered transformative results for GoApptiv:

Efficiency Gains: AR calculation time dropped from 3–4 days to under an hour, managed by a junior resource.
Improved Transparency: Payables Due reports were shared with SDs twice a week, enhancing trust and accountability.
Optimized Cash Flow: Real-time insights into payables ensured smoother cash flow management, driving better financial health for the company.

GoApptiv’s partnership with EML underscores the power of tailored automation to overcome operational challenges, delivering not only efficiency but also strategic financial clarity.