Customer story:
How Gold Care Homes Achieved a Paperless Accounts Payable Process and Saved £30k Annually
Gold Care Homes moved to a fully paperless accounts payable process with Kefron AP’s Sage 50 automation. Manual work dropped and invoices moved faster across 29 UK sites.
Product:
Invoice Automation
Industry:
Healthcare
erp:
Sage 50
Region:
UK
Entities:
29
Invoice volume:
2,500 monthly
Read Time: 6 minutes
£30k annual savings
40% fewer invoice
100% paperless
CASE STUDIES:
What Finance Leaders in Healthcare Are Saying
For Gold Care Homes, Kefron did more than automate AP. It made invoice processing paperless, improved accuracy and gave the team a clear view of every site.
THE CHALLENGE:
High-Volume, Paper-Based AP Slowing Finance Down
Before Kefron AP, Gold Care Homes managed AP manually across 29 sites:
- Over 100,000 paper pages handled every year.
- 2,500 invoices/month processed manually.
- 28–29 staff days per month spent on manual entry.
- Frequent approval delays caused by dispersed teams.
- Limited visibility into where invoices were stuck.
- Heavy admin burden on overstretched AP staff.
- Sustainability goals blocked by paper-heavy workflows.
For a care provider, this manual process raised compliance risk and slowed supplier payments. It also made it hard for finance to grow. They needed a paperless AP process, fast.
THE SOLUTION:
A Healthcare-Ready, Paperless AP Process with Kefron AP
Gold Care Homes rolled out Kefron AP, linked to Sage 50 and its purchasing systems. It replaced a paper-heavy process with a modern, automated and scalable paperless accounts payable process across all care home locations:
- 99% accurate AI + human validation removed manual data entry and reduced errors.
- Automated line-item PO matching resolved discrepancies early and sped up processing.
- Standardised multi-site workflows aligned coding, routing, and approvals across all care homes.
- Smart approval automation replaced email chasing with rule-based routing and reminders.
- Centralised visibility dashboards gave finance teams real-time insight into bottlenecks and liabilities.
- A fully paperless AP process removed 100,000+ sheets of paper a year and helped green goals.
Kefron AP gave Gold Care Homes a paperless AP process that grows with them. It cut manual work and made every site run better.
THE RESULTS:
A Faster, Paperless, and More Cost-Efficient AP Function
Once Kefron AP was live at every site, Gold Care Homes saw clear gains straight away, thanks to a paperless accounts payable process:
- £30,000 annual cost savings, driven by reduced manual processing and fewer errors.
- 40% reduction in time spent on invoice queries, thanks to a searchable digital archive and a full audit trail.
- 100% paperless invoice processing, removing over 100,000 sheets of paper a year and helping green goals.
- Significantly faster invoice processing. Automation took over manual work that used to take 28–29 staff days a month.
- Stronger financial controls, with a full view of coding, approvals and mismatches at every site.
- A scalable AP operation, able to handle 2,500+ invoices per month without increasing headcount.
Gold Care Homes now operates a modern, fully digital accounts payable process. It's faster, more accurate and much better suited to a care group with many sites.
Why This Case Matters If You Use Sage 50
This case shows how a Sage 50 automation can transform AP into a scalable and fully paperless AP process
Eliminate paper-heavy AP workflows and go digital.
Reduce manual data entry and improve accuracy.
Scale invoice volume without increasing workload.
Speed up approvals across teams & locations.
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Move to a Fully Paperless Accounts Payable Process
Join care groups like Gold Care Homes. They went fully paperless, cut manual work and modernised AP with Kefron AP and Sage 50.
Frequently asked questions:
What is a paperless accounts payable process?
A paperless accounts payable process swaps paper invoices, approvals and cheques for a digital flow. You receive, approve and pay invoices online. It usually combines scanning or e‑invoicing, automatic data capture, online approvals and digital payments. The result is a simple AP process that's always ready for audit.
How does paperless accounts payable work?
Suppliers send invoices by email or as scans. OCR reads them and turns them into data. The system then sends each invoice for approval, matches it to POs and receipts, and posts it to your ERP for payment. No one has to handle paper.
What is paperless accounts payable vs paperless invoice processing?
Paperless invoice processing is about the invoice itself: capturing, checking and approving it digitally. A paperless accounts payable process covers the whole cycle, from invoice to payment. That means processing, approvals and digital payments, with full visibility from start to end.
What is AP automation software?
AP automation software takes AP digital and automates it, from invoice capture to checks, approval and posting to your ERP. It removes manual data entry, cuts errors and supports a paperless accounts payable process by handling documents and approvals online.
How does AP automation streamline accounts payable processes?
AP automation captures invoice data, matches it to POs, routes it for approval and enables paperless invoice processing. That means less manual work, faster approvals, fewer errors and a live view of every invoice.
Can AP automation software integrate with other systems?
Yes. Modern AP tools link to ERPs such as SAP, Oracle, Microsoft Dynamics and Sage. Here, Kefron AP delivered smooth Sage 50 automation. Invoice data and approvals sync straight into Gold Care Homes’ finance and purchasing systems, so the whole AP process is digital.
What should care homes consider when choosing an AP automation solution?
Care homes should look for AP automation that supports a paperless AP process. It should also work with your finance system (such as Sage 50), grow with you as you add sites, capture data accurately and be easy for teams in different places to use. Cutting paper use can matter to care groups too.
How does AP automation help multi-site care homes like Gold Care Homes?
AP automation brings invoices from every site into one system, so every site follows the same paperless accounts payable workflow. There's less paper, better visibility and faster approvals across teams in different places. A multi-site finance team becomes easier to run, more accurate and much less manual.