Mookai Rosie Cuts Invoice Processing Time from Minutes to Seconds

Mookai Rosie is a community-based organisation supporting Aboriginal and Torres Strait Islander women from Cape York, Queensland, since 1981. With 24/7 operations across 3 locations and a team of over 60 staff, they offer essential services, including daily meals, culturally safe accommodation, clinical care, and midwifery support to improve health outcomes for mothers and babies.

With a broad operation and multiple parts to manage, the company’s main challenges were time-consuming manual data entry and invoice processing. To quicken this, the team sought an AP automation solution that integrated well with their ERP system, Access Attache Evo.

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Stuck in the Manual Process Trap

John Robinson is an integral part of the finance team at Mookai Rosie Bi-Bayan. He explained that before implementing Lightyear, the team processed invoices manually, which was very time-consuming.

"We receive long invoices, often as long as a four-page invoice with 150 different line items. Do we individually input each one? No, because no one has the time to sit down and enter multiple lines." John Robinson, Corporate Business and Development Manager.

Manual data entry wasn’t their only problem.

"When an invoice is sent to the relevant manager for authorisation, I noticed that not only was there a delay in processing time, but invoices often got lost."

The team adopted Lightyear as their AP automation solution to eliminate these challenges and process invoices faster.

Breaking Free from Time-Draining Tasks

''Lightyear, I'm pleased to say, has been one of the least stressful implementations. The integration with Attache works well and is pretty straightforward."

Lightyear solved one of the most pressing challenges for John’s team: visibility on invoices.

''One of the beauties of Lightyear, unlike the old paper system, is that I can see exactly where those invoices are. I can still track them, and if someone isn’t authorising them like they should, I know about it."

Mookai Rosie prides itself on safety and delivering positive health outcomes, so having visibility through reporting is essential.

''What’s been a huge asset for us is that Lightyear captures everything as individual line items. This means I can actually interrogate the data. We always say we provide healthy foods, but now we can also prove it by running detailed reports. Having access to that level of insight is amazing", explained John.

John further elaborated that implementing Lightyear saved the team significant time, reducing manual data entry and allowing time for other tasks.

''Saving a couple of minutes per invoice might not sound like much, but it really adds up, especially when you factor in distractions and potential human errors. What’s great is I can just click into Lightyear and review documents from home, sitting with a cup of coffee. It’s intellectually time-saving, where the process runs in the background, without needing my constant attention."

John explained why Lightyear AP automation solution perfectly fits their business.

"The program is very intuitive, and the fact that it’s always learning means we’re ending up with a product that aligns with our business needs. We don’t have to adapt to it, it’s adapting to us. It learns how we code certain items and cost centres, and it starts to pick up on those patterns automatically.""

Invoice Processing Accelerated from Minutes to Seconds

"Now, I probably spend just 5 minutes a day in Lightyear, doing the tasks I need. It’s allowed me to slow down a bit, stress less, be more flexible with my work time and in many ways, it gives me peace of mind. It saves us time and frees us up to focus on more future-thinking work." says John.

Alongside time savings, the team also reported a significant reduction in their carbon footprint. This came in response to a directive from the board, requiring them to demonstrate and regularly report on their environmental impact.

"Prior to Lightyear, we used to print out invoices, code them, then scan and file them, all that unnecessary admin. Now, we’re doing our bit to reduce greenhouse emissions by cutting out the printing and lowering our carbon footprint.""

When asked what advice John would give someone looking at Lightyear for AP automation, he said:

"Bring your external auditor along on the journey. We did the same, and when our auditor asked about the audit trail, I could show him the full processing history on each invoice. Even better, he didn’t need to come into the office to do the audit. He could view everything remotely. That’s been a real win for us."

Get started with Lightyear today and see how AP automation can enhance your Access Attache accountancy software.

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