Customer story

The Missing Link Between Lookout and Xero

Home Care Assistance Newcastle · Gemma, Compliance & Finance Manager

Location

Newcastle, NSW

Care type

Home care & Support at Home

Care platform

Lookout

Finance platform

Xero

“It has reclaimed my time, given us deeper insights, and allowed us to refocus our energy on supporting our clients.”

Gemma, Compliance & Finance Manager

Gemma manages compliance and finance at Home Care Assistance Newcastle. Her team processes roughly 1,000 third-party invoices a month, from gardeners and cleaners to physios. Every one has to be accurate and on time.

The challenge

To process them, Gemma used Dext, which passed the data through to Xero for accounting. It worked for general bookkeeping, but aged care is not general. Neither tool connected to Lookout, their care platform, so Gemma became the manual bridge between them.

“I spent half my week cross-referencing data: had this service been approved, did the client still have funds. It was constant double-checking, and it never really stopped.”

Gemma

With Support at Home approaching, the stricter compliance and reporting demands made it clear the old setup would not hold.

What changed

Invoice Harbour plugged straight into both Lookout and Xero, and the gap Gemma had been filling by hand simply closed. Purchase orders, client budgets and margins are now live in one place, with every pricing structure handled automatically.

“I no longer guess whether a service was authorised. I can see purchase orders, budgets and our margins in real time, so I make better decisions every day.”

Gemma

The outcome

The manual work that used to fill Gemma’s week is gone. Lookout and Xero now talk to each other through Invoice Harbour, and the team feels ready for Support at Home.

“I went from spending 40 hours a week to 8 processing supplier invoices.”

Gemma

In Gemma’s words

“If disconnected systems are eating your week, look at Invoice Harbour. It gave me back my time and let us refocus our energy on supporting our clients.”

Gemma

Compliance & Finance Manager · Home Care Assistance Newcastle