NG Bailey

How NG Bailey streamlined statement reconciliation across AP

Statements processed every month

500+

Months of historical ledger data used to build the process

6

Time to process reconcilation

Real time

Industry

Engineering

Product

Statement Reconciliation

Company size

Large

ERP

Coins

The Business

NG Bailey is the UK's largest independent engineering and infrastructure service provider. Founded in 1921, the business has grown from a small electrical contractor to an award-winning, industry-leading company working across a variety of sectors within the building and infrastructure industry. They work on ground-breaking projects, providing solutions using the latest tools and technologies, with a reputation built on over a century of engineering excellence.

The Challenge

Within NG Bailey's Accounts Payable team, efficiency was becoming an increasing priority. Their existing payment cycle included a weekly BACS run, and any payments over £5,000 required a manual statement reconciliation. This involved checking reconciled ledgers against statements line by line, creating a time-consuming and repetitive process that often led to backlogs.

NG Bailey needed a smarter solution that could highlight discrepancies between ledgers and statements, identify missing invoices, and flag any outstanding payments, all within a single, accessible system. Managing this across multiple email chains and scattered communications was no longer sustainable as transaction volumes continued to grow.

Pain point 1

500+ statements a month, with high-value payments checked manually, line by line

500+

Pain point 2

Payments over £5,000 triggered manual reconciliation, regularly building into backlogs on the weekly BACS run

£5,000

Pain point 3

Queries and communications were scattered across multiple email chains with no central view. Any team member wanting to check the status of a transaction had to dig through correspondence rather than access a single, live system

Our goal was to implement a solution that gives us confidence in the alignment between our ledger and our supplier ledger, and where discrepancies exist, we want a clear audit trail of actions and communications to reduce missing or duplicate invoices. What Open ECX have built helps us achieve this, and we'll see a huge amount of efficiency savings across our team.

Michelle Baxendale, Head of Finance Shared Services

The Solution

Open ECX worked closely with NG Bailey to implement a simplified reconciliation process. Instead of managing multiple email chains and transaction queries, all communications now flow through a single portal. Any member of the NG Bailey team can log in at any time and instantly view any queries, without needing to search inboxes or chase colleagues.

To build the solution, NG Bailey provided six months of historical ledger data, which Open ECX used to create a process tailored to their exact needs. By working in partnership, both teams developed a system that not only improves efficiency but also scales as transaction volumes increase. This allows the AP team to focus on clearing invoices more quickly, securing rebates, and strengthening supplier relationships across sites.

How it worked

1

NG Bailey provided six months of historical ledger data, which Open ECX used to build a reconciliation process tailored precisely to their payment structure and supplier base.

2

All statement queries and communications were centralised into a single portal, accessible to any member of the AP team at any time, replacing a fragmented trail of email chains.

3

The system flags discrepancies, missing invoices, and outstanding payments automatically, removing the need for manual line-by-line checks and enabling the team to act on exceptions rather than hunt for them.

The Outcomes

The reconciliation process will allow NG Bailey to free up valuable time and reduce the burden of repetitive tasks. Instead of spending hours manually checking statements, the team can now dedicate more energy to higher-value activities: clearing invoices faster, securing rebates, and building stronger relationships with suppliers across sites.

The improved efficiency will also make a positive impact on job satisfaction. Team members are able to focus on developing their skills, working more closely with customers and suppliers, and achieving professional goals. By reducing repetitive work, the new system allows them to achieve more in their roles and gain greater enjoyment from their day-to-day responsibilities.

Outcome 1

Scaling

Built to grow with transaction volumes

Outcome 2

500+

Statements the process is built to handle

Outcome 3

Trust

In ledger alignment and audit trail

We've had to work at pace onboarding our customers with Open ECX. Throughout the project, the Open ECX onboarding team have responded brilliantly, creating customers' connections at such a speed that our project will finish earlier than the anticipated deadline.

Michelle Baxendale, Head of Finance Shared Services

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