90% Time Savings in AP Processing for a Nonprofit Hospital Network
Industry: Healthcare & Biotech
Service: AP Automation with Bill.com Integration
Client Background
A nonprofit organization supporting hospitals across Oregon through advocacy and resource development. The organization is committed to enabling better healthcare outcomes by equipping hospitals with streamlined operational tools and financial efficiency.
Challenges
- Manual Invoice Approvals – Invoices were circulated as email attachments, often getting lost or delayed due to a lack of centralized tracking.
- Time-Consuming Check Processing – Each accounts payable batch required more than 10 hours for printing, stamping, and mailing checks.
- Duplicate Data Entry – Payment data had to be manually entered into multiple systems, which increased the risk of errors and delayed reconciliation.
How Did APS Help?
- Automated Invoice Approvals – APS implemented Bill.com to digitize invoice routing and approvals, allowing department heads to review and approve payments in real time.
- Digital Vendor Payments – The finance team replaced paper checks with secure online vendor payments through Bill.com, reducing time spent on check runs.
- Seamless System Integration – Our team ensured that payment vouchers were automatically linked to the accounting system, eliminating redundant data entry and minimizing reconciliation errors.
Results Achieved
- 90% reduction in AP processing time – Manual check runs that took 10+ hours were replaced with automated digital workflows completed in minutes.
- Faster vendor payments by up to 3x, enabling on-time settlements and strengthening vendor relationships.
- 100% elimination of paper checks, reducing postage and printing costs while improving processing efficiency.
- Improved audit readiness with centralized, digital access to invoices and payment records, eliminating the need for paper file retrieval.
- Fewer data entry errors, thanks to Bill.com’s seamless integration with the client’s accounting platform.
By partnering with APS, the hospital network transitioned from a manual, error-prone AP process to a streamlined, digital-first workflow, saving valuable finance hours, improving accuracy, and enabling faster vendor payments in the healthcare sector.
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