Case Study: Heritage Grocers Group processes invoices faster and scales AP with Ottimate

Heritage Grocers Group Processing Invoices 50 to 70% Faster and Expanding with an Efficient AP Team

Heritage Grocers Group (HGG), which operates Cardenas Markets, El Rancho Supermercado, Tony’s Fresh Market, and Los Altos Ranch Market, needed a better way to manage a fast-growing AP workload as it expanded to 115 stores across six states. Its manual invoice process was slow and labor-intensive, with paper invoices being couriered to headquarters, keyed into Microsoft Dynamics 365, and stored offsite, creating delays, risk of errors, and difficulty handling 75,000 invoices each month. HGG turned to Ottimate to automate invoice processing and later support receiving and month-end closing.

With Ottimate, HGG scans invoices at the store level so they can be read, coded, and routed automatically, while exceptions are handled by AP staff. Ottimate also automates PO matching for receiving and helps validate statement rendering, improving controls and vendor communication. The results were substantial: invoice processing time dropped by 50 to 70%, Ottimate was about 97% accurate, and month-end closing was reduced to five to seven days, all while allowing HGG to scale without increasing headcount.

Heritage Grocers Group

Greg Flores

Corporate Controller