A thousand vendor bills a month, matched to the PO before anyone keys a line.

The business

Healthcare Solutions sells home medical equipment and supplies in Edmonton from two stores, online through Shopify, and through funding programs like AADL, Veterans Affairs and WCB. Purchasing buys from more than 150 medical suppliers, and every delivery ends in a vendor bill that has to match its purchase order.

The challenge

Vendor invoices arrived at one AP inbox in every format, often several to an email, priced per box when the PO was per each, with back-ordered lines and PO numbers written a dozen ways. The team keyed each bill by hand against its PO. Customer service and shared inboxes ran in HubSpot, a separate system costing close to $2,000 a month.

Implementation

AP capture ran in shadow mode for a week on the live inbox before any bill was written. Every invoice in the first month was audited line by line against the bills the team had keyed themselves, and fixes shipped the same day as each review call. Writes went live on 24 August and the full go-live followed on 9 September. The Shared Inbox moved to production in October as the first step off HubSpot.