Job Title: Manager AP (Fleet Invoice Processing)

Function: Finance

Reports To: Country Head Accounts Payable

Location: Head Office / Regional Finance Hub

Travel Required: 25% 50% 75%

Position Overview:

The Manager AP (Fleet Invoice Processing) is responsible for end-to-end validation, processing, governance, and control of fleet-related invoices across the organization. This includes transportation vendors, leased fleet operators, fuel invoices, toll reimbursements, trip-based billing, route-based contracts, and associated logistics operational costs.

Given Blue Darts large ground transportation network and high-volume logistics operations, fleet cost management is a material financial lever. The role ensures contractual compliance, cost accuracy, fraud prevention, SLA adherence, and strong financial controls in a dynamic, multi-location operating setting.

The incumbent will collaborate closely with Operations, Fleet Management, Procurement, Finance Controlling, and IT to drive automation, AI-enabled invoice validation, and digital workflow optimization. This role contributes directly to working capital discipline, cost control, and governance excellence.

Job Purpose:

To ensure accurate, compliant, and efficient processing of all fleet-related invoices while strengthening financial controls, reducing cost leakages, leveraging automation and AI-driven validation tools, and supporting business continuity in a high-volume logistics environment.

Key Roles & Responsibilities:

Fleet Invoice Validation & Processing

- Oversee end-to-end processing of fleet-related invoices including route-based, trip-based, fixed lease, and fuel-linked invoices.
- Validate invoices against approved contracts, rate cards, GPS logs, trip sheets, mileage reports, and operational documentation.
- Ensure accurate coding, tax validation (GST compliance), and ERP entry discipline.

• Maintain SLA adherence for invoice processing and payment cycles.

Contract & Commercial Compliance

- Interpret fleet and transport contracts to ensure invoice accuracy as per commercial terms.
- Identify rate deviations, billing anomalies, duplicate claims,



and non-contractual charges.
- Escalate discrepancies and coordinate corrective actions with Procurement and Operations.

• Support cost benchmarking and rate rationalization initiatives.

AI & Automation Enablement

- Drive automation in invoice capture using OCR and ERP-based workflow tools.
- Implement AI-enabled anomaly detection for duplicate invoices, abnormal mileage claims, rate variances, and suspicious billing patterns.
- Partner with IT and Finance Transformation teams to enhance digital AP workflows.

• Reduce manual intervention and improve first-time-right invoice validation.

Governance, Risk & Audit Compliance

- Ensure compliance with internal financial controls (IFC) and audit standards.
- Maintain robust audit trails and documentation for all processed invoices.
- Support internal and external audits related to fleet payments.

• Ensure zero major audit observations within AP fleet processes.

Vendor & Stakeholder Management

- Act as Finance SPOC for fleet vendors on invoice queries and payment clarifications.
- Collaborate with Operations, Regional Finance, and Procurement teams to resolve billing disputes.
- Ensure timely and transparent communication with vendors.

• Maintain vendor confidence while safeguarding company interests.

MIS, Analytics & Cost Monitoring

- Prepare monthly dashboards on fleet expenditure, cost trends, and variance analysis.
- Provide route-level, vendor-level, and region-level cost insights.
- Identify patterns of cost leakage and recommend corrective measures.

• Support leadership with data-backed insights for budgeting and forecasting.

Working Capital & Cash Flow Management

- Ensure payments are aligned to agreed credit terms and working capital objectives.




- Avoid duplicate payments, advance payments without approvals, and financial exposure.

• Contribute to DPO management through disciplined invoice scheduling.

Process Excellence & Continuous Improvement

- Drive structured process improvement initiatives annually.
- Standardize invoice validation checklists and documentation frameworks.

• Improve TAT, reduce error rates, and enhance automation penetration.

Qualifications & Experience:

Education

- Bachelor’s degree in Commerce / Finance • CA / CMA / MBA (Finance) preferred

Experience:

- 7–10 years of experience in Accounts Payable, preferably in logistics, transportation, infrastructure, or high-volume service industries.
- Experience handling fleet, transport, or vendor invoice validation preferred.
- Exposure to ERP systems (SAP / Oracle / similar enterprise systems).

• Experience with digital AP tools, OCR, or AI-based invoice systems is an added advantage.

Skills & Capabilities:

Technical Skills:

- Strong understanding of Procure-to-Pay cycle
- Contract interpretation and commercial validation
- GST and taxation knowledge related to vendor payments
- Advanced Excel and financial analytics capability
- ERP workflow knowledge

• Audit and internal control orientation

Key Competencies:

- High attention to detail
- Strong governance mindset
- Analytical thinking and problem-solving ability
- Stakeholder management capability
- Integrity and accountability

• Continuous improvement orientation

Key Performance Indicators:

1. Invoice Accuracy: 99.5% processing accuracy
2. SLA Adherence: 95% invoices processed within defined TAT
3. Audit & Compliance: Zero major audit findings

4. Duplicate Payment Prevention: Zero duplicate payments
5. Cost Governance: Quarterly variance analysis and cost optimization insights submitted
6. Automation Adoption: % of invoices processed through automated workflow

7. Vendor Query Resolution: Average resolution within 5 working days
8. Working Capital Discipline: Adherence to payment terms and DPO targets

📌 Manager AP Finance (Bhiwandi)
🏢 Blue dart
📍 Bhiwandi