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, cutting manual workload and speeding up invoice processing across 29 UK sites through Kefron AP’s Sage 50 automation.
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 didn’t just automate AP. It enabled paperless invoice processing, improved accuracy, and gave the team full visibility across all locations.
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 healthcare organisation, this manual process increased compliance risk, slowed supplier payments, and limited the finance team’s ability to scale efficiently. This meant they needed a paperless AP process as soon as possible.
THE SOLUTION:
A Healthcare-Ready, Paperless AP Process with Kefron AP
Gold Care Homes implemented Kefron AP, fully integrated with Sage 50 and their purchasing systems, to replace its paper-heavy workflow 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 eliminated 100,000+ paper pages annually and supported sustainability goals.
Kefron AP provided Gold Care Homes with a scalable, paperless AP process that significantly reduced manual workload and improved operational efficiency across every location.
THE RESULTS:
A Faster, Paperless, and More Cost-Efficient AP Function
Once Kefron AP was deployed across all locations, Gold Care Homes saw immediate, measurable improvements tied directly 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 full audit traceability.
- 100% paperless invoice processing, eliminating over 100,000 physical pages per year and supporting sustainability goals.
- Significantly faster invoice processing, with automation reducing manual workload previously equal to 28–29 staff days per month.
- Stronger financial controls, with full visibility into coding, approvals, and discrepancies across all locations.
- 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 – faster, more accurate, and far better equipped to support a multi-site healthcare organisation.
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.
Similar Customer Stories
How Allego Improved Invoice Processing with Sage Intacct Integration
Allego integrated Kefron AP with Sage Intacct to eliminate heavy manual entry, gain full invoice journey visibility, and scale AP without changing supplier behaviour.
Product:
Invoice Automation
Industry:
Technology
erp:
Sage Intacct
Region:
Global
How Riviera Travel Automated AP and Saved 32 Hours per Month
Riviera Travel implemented Kefron AP to stabilise Sage 200c processing, automate routing, and save 32 hours monthly in AP administration.
Product:
Invoice Automation
Industry:
Travel
erp:
Sage 200c
Region:
United Kingdom
How Heritage Parts Centre Reached 90% Touch-Free Invoice Management
Heritage Parts Centre automated PL invoice processing with Kefron AP, reaching up to 90% touch-free invoices and sharply reducing human errors.
Product:
Invoice Automation
Industry:
Automotive / Retail
erp:
Sage
Region:
United Kingdom
Move to a Fully Paperless Accounts Payable Process
Join care groups like Gold Care Homes who moved to a fully paperless AP process, reduced manual work, and modernised AP with Sage 50 automation and Kefron AP.
Frequently asked questions:
What is a paperless accounts payable process?
A paperless accounts payable process replaces paper invoices, approvals, and checks with a fully digital workflow for receiving, approving, and paying invoices. It typically combines invoice scanning or e‑invoicing, automated data capture, electronic approvals, and digital payments to create a streamlined, audit‑ready AP function.
How does paperless accounts payable work?
Suppliers send invoices electronically or as scanned documents, which are captured and converted into structured data using OCR and automation tools. The system then routes invoices for approval, applies matching rules to POs and receipts, and posts approved invoices into the accounting or ERP system for payment, all without manual paper handling.
What is paperless accounts payable vs paperless invoice processing?
Paperless invoice processing focuses specifically on digitising and automating the capture, validation, and approval of invoices. A paperless accounts payable process covers the entire invoice‑to‑pay cycle, including invoice processing, approvals, and digital payments, providing end‑to‑end visibility and control.
What is AP automation software?
AP automation software digitises and automates the accounts payable workflow; from invoice capture to validation, approval, and ERP posting. It replaces manual data entry, reduces errors, and supports a paperless accounts payable process by managing documents and approvals electronically.
How does AP automation streamline accounts payable processes?
AP automation streamlines AP by automatically capturing invoice data, performing PO matching, routing invoices for approval, and enabling paperless invoice processing. This reduces manual workload, speeds up approvals, improves accuracy, and gives finance teams real-time visibility into their digital accounts payable workflow.
Can AP automation software integrate with other systems?
Yes. Modern AP automation platforms integrate with ERP systems such as SAP, Oracle, Microsoft Dynamics, and Sage. In this case, Kefron AP delivered seamless Sage 50 automation, syncing invoice data and approvals directly into Gold Care Homes’ finance system and purchasing setup, supporting a smooth, fully digital AP process.
What should care homes consider when choosing an AP automation solution?
Care homes should look for AP automation that supports a paperless AP process, integrates with existing finance systems (e.g., Sage 50), scales with multi-site operations, ensures high data accuracy, and is easy for dispersed teams to adopt. Environmental benefits, such as eliminating paper use, can also be an important factor for care organisations.
How does AP automation help multi-site care homes like Gold Care Homes?
AP automation centralises invoices from all locations into one system, enabling a consistent, paperless accounts payable workflow. This reduces paper handling, improves visibility, and ensures faster, more reliable approvals across dispersed teams, making a multi-site finance operation easier to manage, more accurate, and far less manual.