How AP Automation Helped East Cheshire Hospice Save Time, Control Spend, and Streamline Purchasing
East Cheshire Hospice plays a vital role in providing palliative care services to the community of Macclesfield and beyond. Like many organisations in the healthcare sector, the hospice needed to ensure that every pound was spent wisely and that internal processes supported rather than hindered their critical mission.
Faced with an increasing volume of invoices, a complex departmental structure, and the need for tighter financial controls, East Cheshire Hospice turned to Compleat Software for a solution. The result? Greater efficiency, full visibility into spend, and a major reduction in manual processing, freeing up valuable time and resources to focus on patient care.
The Challenge
Before adopting Compleat’s solution, East Cheshire Hospice was processing approximately 3,500 invoices each year manually. Each invoice needed to be coded, approved, and uploaded to their Sage 50 finance system. With over 35 departments, each with their own purchasing requirements, the process was time-consuming, prone to human error, and lacking in real-time visibility.
Manual AP processes made it difficult to track spending accurately, allocate costs appropriately, and ensure timely approvals. Staff often had to chase budget holders for signatures, delaying invoice processing and increasing administrative burden.
Recognising the need for a smarter, more streamlined approach, East Cheshire Hospice sought a solution that would integrate seamlessly with Sage 50, reduce manual workload, and provide better control and oversight of departmental spending.
The Solution
East Cheshire Hospice implemented iCompleat, Compleat Software’s purchase-to-pay (P2P) solution. Designed to automate AP processes while offering a simple, intuitive user experience, iCompleat ticked all the boxes.
Amazon Business was the standout feature that allowed their 45 purchasers to order supplies directly through a familiar online shopping experience, whilst maintaining compliance with internal financial controls. Orders placed via Amazon Business are automatically routed through iCompleat for approval, ensuring spend is tracked and coded correctly from the outset.
Additionally, 47 approvers across the organisation can now review and approve purchases in real-time, using any device, from any location. This level of flexibility has dramatically improved turnaround times and empowered budget holders to make informed, responsible decisions based on live financial data.
From a technical perspective, the implementation was seamless. According to the Head of IT at East Cheshire Hospice:
“From an IT and budget holder perspective, iCompleat is very user-friendly and efficient to use. Raising orders and integration with Amazon Business is a great feature that I regularly use. The platform is reliable, easy to set up with Sage 50, and Compleat are always releasing new features to make it better.”
The Result
The impact of AP automation has been significant for East Cheshire Hospice. By removing manual processes and digitising purchasing, they have:
- Processed over 3,500 invoices annually automatically through iCompleat into Sage 50, saving hours of manual data entry.
- Empowered 45 purchasers across the hospice to buy what they need quickly, without compromising compliance or budget control.
- Enabled 47 approvers to review and authorise spend efficiently, with complete visibility over budgets and commitments.
- Streamlined purchasing across 35+ departments, ensuring spend is correctly allocated, coded, and reported in real-time.
Instead of chasing paper trails or struggling with manual approvals, finance staff now have a clear, consolidated view of all spend across the organisation. Purchasers get the supplies they need faster, whilst budget holders can make better-informed decisions without delays.
Most importantly, the hospice can redirect the time and money saved through process improvements back into delivering outstanding patient care.
The Future
East Cheshire Hospice’s success story shows that smart, user-friendly digital solutions can make a profound difference in healthcare settings. By partnering with Compleat, they have not only improved operational efficiency but also laid a strong foundation for future growth and innovation.
In a sector where every resource counts, East Cheshire Hospice has proven that automating AP processes is not just about saving money, it is about reclaiming time, improving control, and empowering their teams to focus on providing extraordinary care.
