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
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.
