AP automation built for healthcare organisations at scale

What holds healthcare AP teams back

• Supply chain spend at 30–40% of operating costs
  Procurement, storage, and distribution of supplies, equipment, pharmaceuticals, and services make up the single largest non-labour cost in healthcare. For surgery-intensive hospitals, supply costs can reach 40% of total expenses.
• Paper-dominant invoice volumes
  61% of healthcare invoices are still paper-based. 57% of invoice data must be manually entered into the ERP. Large health systems process 5,000+ invoices per week across all entities. Manual capture at this volume creates backlogs, errors, and delayed payments across the entire supplier base.
• Consignment stock and implant billing
  Surgical implants and prosthetics are used first and billed after. AP teams must reconcile what was implanted in a procedure with what the supplier invoices, often weeks later, with item-level pricing that varies by product, size, and patient procedure. Bill-only and consignment orders are among the hardest invoice types to manage electronically.
• Contract pricing validation across tiers
  Hospitals purchase through group purchasing organisations or government procurement frameworks with tiered pricing. AP must validate every invoice line against the correct contract tier, which changes based on volume commitments, product substitutions, and rebate thresholds.
• Multi-site operations with centralised payment
  Hospital groups, aged care networks, and private health providers operate across dozens of facilities. Invoices are raised locally but paid centrally. Each site has different ordering patterns, approval hierarchies, and cost centre structures feeding into one AP function.
• Mixed invoice types from different channels
  Materials invoices arrive with delivery dockets from suppliers. Labour invoices arrive as progress claims from subcontractors. Equipment invoices arrive from hire companies with utilisation records. Each type requires different approval workflows, documentation, and cost coding, and all flow through different channels.
• Pharmaceutical and medical device supplier diversity
  A single hospital manages relationships with hundreds of vendors across pharma, diagnostics, equipment, facilities, IT, and contracted clinical services. Each category has different invoice formats, payment terms, and compliance requirements. No single manual process handles all of them.
• Regulatory compliance on every purchase
  Every medical device must be registered with the relevant regulator, TGA in Australia, Medsafe in New Zealand, MoHAP and DoH in the UAE. Every pharmaceutical must be approved and correctly priced per government formulary.
• Government funding reconciliation
  Public hospitals and aged care providers must reconcile spending against multiple government funding streams, each with different reporting requirements and acquittal deadlines.
• Aged care funding compliance
  Australia's AN-ACC funding model and the new Aged Care Act 2024 demand compliance that is continuous, automated, and provable. Providers have systematically left hundreds of thousands of dollars in government funding unclaimed through poor coding and outdated pricing strategies. Manual AP processes cannot support real-time audit requirements.
• Capital equipment milestone payments
  MRI machines, CT scanners, and surgical robots involve payments structured across deposit, delivery, installation, commissioning, and final acceptance milestones, tracked over months. Each milestone requires separate approval workflows and reconciliation against the original PO.