Amvale Medical Transport

The Challenge

As the business expanded, so did the volume of invoices.

Two members of the finance team were responsible for processing around 1,000 invoices each month. Every invoice followed the same manual journey. It was opened, checked, keyed into the system and then filed away.

This process was not just time-consuming. It was fragile.

When a query came in, the team had to stop and search. Invoices were stored across folders, emails and systems, with no single place to look. Something as simple as checking an approval or confirming a date could take far longer than it should.

There was no clear audit trail. No instant visibility. No easy way to track progress.

For the CFO, this meant relying on the team for updates rather than having direct oversight.

The situation became more pressing when a team member prepared to leave. The business was too dependent on individuals and manual processes. It needed a more resilient and scalable approach.

The Solution

Agilico introduced Verify, a cloud-based automated invoice processing system designed to make invoice processing easy.

Verify captures invoice data automatically, matches it where needed, and routes any exceptions for approval. By the time an invoice reaches the finance system, it is approved, accurate and ready for payment.

For Amvale, the shift was immediate.

Invoices were no longer tied to inboxes or paper files. Instead, everything moved into one central system, accessible at any time. The team could search for any invoice in seconds and see exactly where it sat in the process, who had approved it and when it was received.

This visibility changed the way the team worked.

Over time, Amvale began using the supporting documents feature, attaching additional files to each invoice. What started as a move to improve speed quickly evolved into a stronger, more complete audit process.

The implementation itself was straightforward. The system was up and running quickly, and the team adapted with ease.

The Impact

The most noticeable change was time.

What once required hours of manual effort each day has been significantly reduced. Processing 1,000 invoices manually at around five minutes each equates to more than 80 hours a month. That is over two working weeks spent on repetitive admin.

With Verify, much of that effort has been removed.

The team no longer spends time searching for documents. Invoices can be retrieved instantly, complete with their full history and any supporting files. Queries are resolved quickly, without disruption to the rest of the workload.

Visibility has improved across the business.

The CFO now has direct access to invoice data and can check progress without relying on updates from the team. This has created a greater sense of control and confidence in the process.

At the same time, the business has reduced its reliance on paper. Documents are stored digitally, making them easier to manage while supporting environmental goals.