BUSINESS BACKGROUND
A leading safety consulting firm supported a wide portfolio of corporate clients through compliance programs, specialized training, and advisory services. Over time, the finance function accumulated more than five years of bookkeeping backlog and accounts receivable complexity. The records included thousands of entries covering invoices, credits, payments, and historical adjustments, all requiring careful reconstruction.
The company also managed substantial GST activity, making accurate revenue and receivables recording essential. Any errors in AR directly affected GST filings and could lead to overpayments or misreported tax positions.
Accurate AR was especially important because:
• Incorrect receivable balances distorted GST calculations
• Management lacked visibility into true outstanding amounts
• Financial statements needed to be reliable for tax submissions and investor reporting
KEY CHALLENGES
Over several years, the company’s accounts receivable records developed into a complex, tangled set of entries. Daily invoicing continued, but historical layers of duplicate entries, misapplied payments, and missing write-offs created a backlog the internal team could not unwind. Book AR no longer matched operational reality, and leadership had limited confidence in the numbers presented.
The absence of a reliable AR aging report meant the team could not distinguish true outstanding invoices from those needing adjustments. This created compliance issues, as GST filings were tied to inaccurately recorded AR. Errors resulted in consistent GST overpayments and potential missed refund opportunities.
The backlog also affected compliance and cash flow visibility. Limited internal capacity made it difficult to restore accuracy while managing ongoing operations.
Impact
• Receivables lacked visibility, affecting collection forecasting
• GST and AR inaccuracies compromised compliance and cash flow planning
• Financial statements could not be produced quickly or confidently
REQUIREMENTS & EXPECTATIONS
The firm needed a partner capable of untangling years of accumulated AR issues and rebuilding trust in financial data. The aim was to correct historical inaccuracies while preventing future errors.
They required a partner who could:
• Clean and reconcile five years of AR within a two-month timeline
• Review and correct all invoices so only true outstanding balances remained
• Support GST corrections and refiling to recover overpaid amounts
• Introduce preventive controls and automations using macros and AI
• Maintain consistent communication with timely progress updates
Why They Partnered with GATP Solutions
They selected GATP for its expertise in large-scale bookkeeping cleanups and its strength in combining accounting accuracy with automation. Structured workflows, transparent communication, and proven cleanup methodologies made GATP the preferred partner for restoring AR accuracy at scale.
GATP’S STRATEGIC APPROACH
GATP Solutions approached the engagement with a clear, structured workflow focused on rebuilding AR accuracy and preventing recurrence.
1. Initial AR and Data Audit
A comprehensive audit uncovered recurring issues including duplicate invoices, misallocated payments, and missing write-offs. This created the foundation for a precise cleanup plan.
2. AR Cleanup Workflow Design
A structured workflow ensured every entry was reviewed and corrected. This included:
• Invoice validation
• Payment matching
• Credit note and write-off determination
• GST impact analysis
3. Automation Using Macros and AI
GATP introduced automation to accelerate cleanup and reduce human error. Automation:
• Detected duplicate invoices and payments
• Flagged mismatches and inconsistencies
• Reduced manual review time
4. Frequent Coordination With Client
Regular communication was integral to progress.
• Twice-weekly check-in calls
• Quick clarification of disputed entries
• Real-time approvals for adjustments
5. GST Review and Refiling Plan
After restoring AR accuracy, GATP assessed GST exposure and corrected historical overpayments.
• Identified incorrect GST reporting
• Prepared corrected filings
• Enabled eligible refunds
6. Post-Cleanup AR Follow-Up Support
The company received a fully accurate AR aging report. This enabled:
• A clean list of valid receivables
• Stronger collections and cash flow visibility
COMPREHENSIVE SOLUTION
GATP designed a structured, technology-assisted cleanup framework to restore AR accuracy and enhance compliance.
A. Five-Year AR Cleanup and Reconciliation
• Reviewed thousands of historical entries
• Removed duplicate invoices and payments
• Corrected misapplied entries and posted required write-offs
• Rebuilt accurate AR balances aligned with operational activity
B. Macro and AI-Driven Automation
• Automated detection of anomalies
• Standardized AR record formats
• Reduced human error and review time
C. Transparent and Continuous Communication
• Twice-weekly reviews
• Immediate resolution of unclear entries
• Alignment with internal approval policies
D. GST Rectification and Refiling
• Identified historical GST overpayments
• Prepared corrected filings
• Enabled recovery of overpaid tax amounts
E. Clean AR Aging and Follow-Up Support
• Delivered an accurate AR aging report
• Allowed teams to focus on legitimate outstanding invoices
MEASURABLE RESULTS
• Completed five-year AR cleanup in 1.5 months
• Delivered an accurate, reconciled AR aging report
• Identified and corrected GST overpayments
• Updated books across all five historical periods
• Strengthened cash flow forecasting with clear AR data
Client Impact
• Renewed confidence in financial accuracy
• A clean baseline for all future reporting
• More reliable decision making based on accurate data
CALL TO ACTION
Struggling with AR backlogs, GST discrepancies, or unresolved bookkeeping issues? GATP Solutions brings accounting expertise and automation together to restore clarity and stability.
Connect with GATP today to rebuild your financial records into accurate, dependable data that supports confident decision making at 
