New report reveals how businesses can reclaim $53 billion lost to preventable AP errors

Xelix United Kingdom England

These losses stem from duplicate invoices, invoicing errors, missed credit notes and fraud. While many companies have accepted them as an unavoidable cost of doing business, they are entirely preventable.

Paul Roiter, CEO at Xelix, said: "Most companies know they have a financial leakage problem, but they consistently underestimate the scale. Businesses are leaking as much as 0.35% of their annual spend - that's $3.5 million for every $1 billion spent. The good news? It's entirely avoidable, and leading AP teams are already turning this challenge into an opportunity."

According to Xelix's report, common forms of financial leakage include:

Duplicate payments: Paying the same invoice more than onceInvoicing errors: Omitting discounts or applying the wrong taxesMissing credit notes: Often not captured from supplier statementsOutright fraud: Deliberate deception by suppliers, employees or criminals

Beyond direct financial losses, leakage undermines team morale as AP staff spend days firefighting exceptions and fielding calls from frustrated vendors. Payment errors damage supplier relationships, while AP's credibility with leadership erodes as executives see margin leakage they can't fully quantify.

The most at-risk industries are listed below.

Total losses
from duplicates
and credit
notes (percentage
of annual
spend)

 

Duplicate
payments
(percentage
of annual
spend)

 

Missing
credit notes
(percentage
of annual
spend)

 

Invoicing
errors
(percentage of
annual invoice
volumes)

Manufacturing
and packaging

 

0.72 %

0.66 %

0.06 %

0.14 %

Healthcare

0.52 %

0.38 %

0.14 %

0.15 %

Pharmaceuticals

0.45 %

0.42 %

0.03 %

0.18 %

Retail and
consumer goods

0.44 %

0.27 %

0.17 %

0.05 %

Energy and
utilities

0.3 %

0.28 %

0.02 %

0.17 %

Financial leakage affects some industries more than others due to their business models.

Manufacturing and packaging: Elaborate, fast-moving supply chains create more opportunities for duplicate paymentsHealthcare and hospital operators: Complex procurement needs—from high-value capital equipment to high-volume consumables—increase duplicate payment riskPharmaceuticals: Global specialised supplier networks give way to accidental incorrect tax treatmentsEnergy and utilities: Complex arrangements from regulated heavy-asset projects to high-volume emergencies drive invoice errorsRetailers and consumer goods: Multiple discount and rebate arrangements with hundreds of suppliers mean credit notes easily go missing

The report highlights why existing AP controls are failing to prevent leakage:

Rules-based controls: Including enterprise resource planning (ERP) systems—routinely miss near-duplicates and cannot learn from past mistakesRecovery audits: An expensive, reactive approach charging fees of 15-25% of funds recovered, often addressing only a fraction of potential lossesManual workflows and supplier reconciliation: Time-consuming processes that typically cover just 10-15% of suppliers, missing many errors and unused credit notesMakeshift processes: Emails and spreadsheets that are vulnerable to human error

Paul Roiter continues: "We're calling time on recovery audits. They don't solve financial leakage. They usually only address a small proportion of potential losses. Not to mention, they're expensive, and they don't stop the leakage from happening. It's far better to prevent leaks before the money leaves the building."

The report shows that forward-looking AP organisations are embracing a fundamental shift: from reactive recovery to proactive prevention. AI-powered automation prevents errors before payment, enabling teams to audit 100% of transactions and save $3.5 million per $1 billion in spend.

Download the full report here.

NOTES TO EDITORS:

Calculating financial leakage:

The $53 billion estimate in the report is derived by applying Xelix's internal customer benchmarks to the broader market of eligible businesses. Our analysis is based on real-world data from 481 million invoices processed through the Xelix platform through the end of 2025, examining typical rates of duplicate invoices and missing credit notes as a percentage of spend, and invoice errors as a percentage of invoice volume—both historically and after implementing Xelix controls. We've applied these observed leakage rates across the estimated population of businesses in the UK and US turning over more than $130 million (£100 million) and receiving more than 250,000 invoices annually. This represents a conservative assessment of preventable financial leakage in this market segment. While based on extensive real-world data from our customers, actual leakage rates may vary by industry, company size and AP maturity.

About Xelix

Since 2018, Xelix has pioneered AP audit and controls. The AI-powered platform easily bolts onto existing ERP and finance systems to detect payment errors and fraud, automate supplier statement reconciliations and streamline AP Helpdesk operations. Xelix is trusted by global enterprises, to help finance teams reduce risk, unlock cost savings and drive greater efficiency across AP.

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