Multi-Site Invoice Automation for Aged Care

Unimarket Invoice Management helps aged care providers receive, match and approve supplier invoices across every site from one platform. Your accounts payable team spends less time keying and chasing invoices, and more time on the exceptions that need attention.

The invoice challenge for multi-site aged care providers

Each home or site orders what it needs, from clinical and continence supplies to food, maintenance and contractor services. The invoices that follow arrive on paper, as emailed PDFs and through supplier systems, often to different inboxes at different sites.

Accounts payable then has to key each one in, find the right approver and confirm the goods or services were actually received before paying. Across several sites, that manual process creates familiar problems:

• Invoices waiting in site inboxes or on desks for approval
• Duplicate invoices slipping through when the same bill arrives twice
• Late payments and supplier follow-up when approvals stall
• Limited visibility of what has been ordered, received and owed across sites

How Unimarket automates invoices across sites

Invoice capture in every format

Integrated suppliers send invoices electronically through cXML or Peppol. Suppliers who email invoices can send them to your Unimarket Invoice Inbox, where AI extraction fills in key details such as the invoice number, invoice date and order number. Non-integrated suppliers can convert a purchase order into an invoice themselves, so invoices from every supplier end up in one place.

Routing for review and approval

Every invoice is matched back to the purchase order it relates to, so it stays connected to the original order. When an invoice needs a decision, accounts payable can route it to the appropriate approver before it's authorised for payment.

PO and receipt matching

Rules-based matching compares each invoice with its purchase order using tolerance levels you set for each supplier or across the platform. Integrated receiving makes sure goods and services are received before payment. If an invoice arrives for items that haven't been receipted, a notification reminds the buyer to mark them as received.

Approval workflows that follow your policy

Approval workflows are configured to your organisation's policies and business rules. Invoices without a matching purchase order go through an invoice exception workflow, so the purchase is authorised before any payment is made.

A self-service supplier portal

Suppliers can view purchase orders, convert them into invoices and keep their company, tax and bank details up to date in a self-service portal. That reduces the back and forth for your team and keeps supplier records current.

Integration with your finance system

Unimarket integrates with finance systems including TechnologyOne, Microsoft Dynamics, SAP, Oracle and Workday. Your finance system remains the system of record, while approved invoices flow through ready for payment.

Learn more about Unimarket Invoice Management

What it means for your accounts payable team

• Faster, lower-cost processing. Automating review and approval lets organisations process each invoice up to five times faster and save as much as 80 per cent on processing costs.
• A focus on exceptions. Matched invoices clear automatically, so your team works on the invoices that need attention, not every invoice.
• Fewer errors and duplicates. Automation reduces the errors, omissions and duplications common with manual data entry and scanning.
• Payment for what was received. Invoices are paid only once goods and services have been confirmed as received.

Frequently asked questions

Can Unimarket handle invoices from suppliers that don't use e-invoicing?

Yes. Suppliers can email invoices to your Unimarket Invoice Inbox or convert purchase orders into invoices through the supplier portal. Integrated suppliers can invoice electronically through cXML or Peppol.

Does Unimarket support Peppol e-invoicing?

Yes. Unimarket supports Peppol integration, so integrated suppliers' invoices are received electronically, matched to the purchase order and cleared for payment.

What happens when an invoice arrives without a purchase order?

It is routed through an invoice exception workflow to the appropriate approver, so the purchase is authorised before payment is made.

How does Unimarket help prevent paying for goods that weren't delivered?

Invoices are matched against both the purchase order and the receipt. If items haven't been marked as received, the buyer is notified, and the invoice clears for payment only once receipt is confirmed.

Will it work with our finance system?

Unimarket integrates with a wide range of finance systems, including TechnologyOne, Microsoft Dynamics, SAP, Oracle and Workday, with your finance system remaining the system of record.