Order-to-Cash Platform Procurement for an International Professional Services Group

The organisation, an international professional services group comprising multiple member firms operating across Australia, New Zealand, Canada, and Asia, faced significant operational challenges due to a fragmented landscape of legacy billing and invoicing systems. This decentralisation resulted in inconsistent processes, high levels of manual processing, and revenue assurance opportunities. MXA was engaged to define the strategy and prepare sourcing documentation to procure a new, unified global billing platform. The solution needed to standardise processes while respecting the operational independence and regulatory obligations of firms across multiple jurisdictions.

The key challenge was modernising the Order-to-Cash capability across a complex multi-entity, multi-jurisdictional organisation. Each member firm operated its own billing systems with different processes, creating inconsistency, manual effort, and revenue leakage through incorrect invoicing. The new platform needed to centralise control while maintaining logical separation of data between firms due to strict conflict-of-interest obligations. Complex requirements around multi-jurisdictional tax, privacy, and electronic billing standards added further complexity.

MXA led the strategy and sourcing preparation. We facilitated workshops across member firms and the central Finance/IT teams to map end-to-end processes, analysing the operating environment to identify inconsistencies in technology, data stewardship, and capability. We developed a target state architecture mandating a cloud-first and secure-by-design approach with a federated model allowing centralised governance while maintaining logical data separation. We defined comprehensive functional and non-functional requirements and synthesised these into a robust sourcing strategy including a strict security and compliance framework.

MXA delivered a comprehensive, evidence-based foundation for the organisation to approach the market and de-risk the procurement process. The rigorous analysis ensured the market approach addressed root causes of revenue assurance opportunities and inefficiency. The architectural design provided a clear blueprint for integration with existing enterprise systems, preventing future integration costs. The organisation is now positioned to execute a competitive procurement process with confidence that the selected vendor can meet its complex, multi-entity needs.