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15,000 invoices a month, tracked from received to paid

Why retirement village builder and operator Ryman Healthcare replaced a poorly integrated capture system with MYOB Greentree eDocs, powered by Xtracta; removing manual entry and gaining control of approvals across many locations.

“eDocs with Xtracta has improved our workflow from the moment the invoice is received, to paid.”

Rebecca Payne
Accounts Payable, Ryman Healthcare

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Invoices processed every month

Zero

Manual data entry required

Zero

Saved every single week

the need

Thousands of invoices, spread across sites

With half a dozen building projects running at any time, plus a regular refurbishment programme, Ryman receives thousands of invoices every week.

That volume created a heavy burden on staff both in manual processing and in shepherding physical invoices through the approval workflow.

the CHALLENGE

Couriers, desk drawers and last-minute rushes

The previous capture system wasn’t well integrated, so the team spent too much time printing and scanning paper. Invoices were couriered to individual villages for approval, which was slow and costly.

OLD system

Poorly integrated with accounting

Approvals

Invoices couriered between sites

Delays

Invoices sat for days or weeks

Visibility

No live view of what sat where

the APPROACH

Capture once, approve electronically

eDocs extracts the data and routes invoices digitally, with the original PDF always attached.

Invoice received

Captured electronically so no more printing and scanning.

Data extracted

Supplier, line items, totals, GST and bank account, no keying.

Routed for approval

Dispatched to the right manager with the PDF attached.

Tracked to payment

Live status on every invoice through to payment.

IN THE CLIENT’S WORDS

“eDocs is saving us hours of work each week.”

Rebecca Payne
Accounts Payable, Ryman Healthcare

the outcome

A workflow that keeps up with growth

Less paperwork, real-time oversight, and confidence the system will scale.

Paperwork slashed

Dramatically less printing and scanning across the team.

Live visibility

A daily view of who holds each invoice and what needs chasing.

Ready to scale

Confident the system handles the company’s rapid growth.

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See what Xtracta can pull from your documents

Whether you’re processing invoices in-house or embedding data capture into your own software, Xtracta turns paper and PDFs into structured, validated data — ready to approve and pay.

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