Accounts payable
Aged care accounts payable automation
Invoice Harbour is accounts payable software for aged care and home care providers. It reads every supplier invoice, matches it to the purchase order and the client’s budget, and sends it to your finance system and care platform in one approval.
60% reduction
Invoice processing headcount
100× easier
Support at Home, in Kate Harriot’s words
Not needed
The finance hire 101 Home Care had planned
What aged care adds to accounts payable
For most businesses a supplier invoice is simply a cost. Home care accounts payable is different: many supplier invoices are for services delivered to a client and funded from that client’s budget, so they can only be claimed once the spend is recorded against the client, with the right service, in the care platform.
A generic accounts payable tool stops at the finance system. Support at Home accounts payable needs four more steps, and without a tool built for them they are done by hand.
- Matched to the purchase order raised in the care platform
- Checked against the client’s remaining funding, for each service group
- Coded to the Support at Home service list
- Recorded in the care platform as well as the finance system, so it can be claimed
How it works
Every supplier invoice moves through the same four steps, before anyone approves it.
Capture
Suppliers email invoices to an address you own, and every line is read as it lands.
- Description, quantity, rate, GST and amount on every line
- Supplier and client matched to your records
- Possible duplicates flagged
Code
Each line gets its Support at Home ID, with sell rate, supplier cost and margin beside it.
- Pre-filled from the supplier’s default, confirmed in review
- A line matched to a purchase order takes the ID from the order
- AT-HM markup checked against the scheme caps
Check and approve
The client’s open purchase orders and projected balances sit beside the invoice before anyone approves it.
- The best purchase order match suggested
- A warning on any service group the invoice would push short
- Approved by someone within their own dollar limit
Publish
One approval sends the invoice to your finance system and your care platform.
- The original invoice attached in the finance system, ready for the payment run
- Recorded in the care platform against the client and the funded service
- The invoice shows where it has landed
- Not enough funding for Home Support
Controls finance can rely on
Every invoice is checked before anyone pays it, and every approval is on the record.
- ABN and GST registration checked against the Australian Business Register
- Bank details compared with the supplier record
- Possible duplicate invoices flagged
- Approval limits set per person, for matched and ad hoc invoices
- Who approved each invoice, and when, kept with it
- The original invoice attached in your finance system
- Bank details on this invoice differ from the vendor's account on file. Confirm with the vendor before paying
Invoice Harbour versus the alternatives
| Invoice Harbour | Generic accounts payable tools | Manual | |
|---|---|---|---|
| Speed | No typing or entry anywhere | Manually enter care platform | Extract everything by hand |
| Results | Overspend caught first | No client budgets | Overspend found after |
| Success rate | Every line coded to its service code | No service coding | Bounced claims, late pay |
| Ease | One publish, both systems | Finance system only | Download, upload, recheck |
| Experience | Built for care providers | Built for any business | Lives in someone’s head |
| Flexibility | Grow without hiring | No purchase orders | Hire or turn clients away |
| Price or value | Unlimited users, one fee | Plus a person to bridge | A full salary to keep up |
Frequently asked
Aged care accounts payable automation
Something we have not covered? Ask us directly.
Software that processes the supplier invoices an aged care or home care provider receives, from the moment they arrive to payment. For a care provider that means more than a generic tool: each line is matched to its purchase order, checked against the client’s funding, coded to the Support at Home service list and recorded in the care platform for the claim.
New to Support at Home? Read how Support at Home invoice processing works.
“I don't know how I could have done invoicing without something like Invoice Harbour.”