Automating Supplier Invoices,for Australian care providers
Cut hours of invoice processing, and never lose sight of a client budget and your service margin.
Every invoice, faster and clearer
Process invoices faster, with every client’s budget and service margin in clear view.
Invoice data entry, automated
The moment an invoice lands in your inbox, every detail is extracted automatically, so your team approves instead of typing and saves hours every week.
- Vendor and invoice details captured automatically
- Each line item read individually: description, quantity, rate, GST and amount
- Possible duplicate invoices flagged before you pay
- No spreadsheets, no re-keying, no chasing
Remaining Balances
Purchase Orders
Agreed services matched, budgets in view
Approve against what was actually agreed, with each client's funding right in front of you.
- Every invoice matched to its purchase order
- Each client's Support at Home balance shown as you process
- Never approve a service that overspends their funding
Priced right, with margins on every line
Invoice Harbour applies your service rates and works out the service margin on every line and across the whole invoice.
- Third-party rates read straight from the invoice as your cost
- Client billed by passthrough, fixed rate, percentage markup or bespoke rule from your service rates
- Margin worked out on every line and across the whole invoice
Stay compliant on every line
Invoice Harbour assigns the right Support at Home ID to every line item automatically, so your claims are ready to submit to Services Australia.
- Each line item assigned its Support at Home ID automatically, with no manual coding
- Correct IDs mean claims are ready to submit and funded
Published back to both systems
Once an invoice is approved, Invoice Harbour posts it to your finance system so the supplier can be paid, and to your care platform so case managers see what was billed and spend can be claimed back from Services Australia.
- Approved bills published to your finance system, ready to pay the supplier
- Same bill published to your care platform for case manager visibility
- Spend ready to claim back from Services Australia through your care platform
Customer stories
Real teams. Real results.
Taking on self-managed clients again
“The financing behind it was probably one of the biggest problems we were facing, and Invoice Harbour has single-handedly solved it.”
Geoff Doherty · Owner · 101 Home Care
Support at Home, 100 times easier
“I don't know how I could have done invoicing without something like Invoice Harbour.”
Kate · Finance Manager · Ideally Home Care
The missing link between Lookout and Xero
“It has reclaimed my time, given us deeper insights, and allowed us to refocus our energy on supporting our clients.”
Gemma · Compliance & Finance Manager · Home Care Assistance Newcastle
Trusted by aged care providers across Australia
See what our customers have to say about Invoice Harbour
“Invoice Harbour has been a game changer for our organisation. It has allowed us to more clearly track client budgets through the use of purchase orders, which was not available with other invoice processing software. The team at Invoice Harbour are extremely proactive and responsive and are constantly building on a fantastic platform. The integration with our other software (Xero and the Lookout) means we have data in real time.”
“As a business owner moving to Support at Home was very stressful. A lot more complexity and detail around third-party rates, fixed prices, variable margins, new coding and tighter client budgets. Purchase Orders in Lookout are powerful but very labour intensive. Invoice Harbour took both third-party invoices and Lookout PO's and made everything simple and connected. Massive time saver. The software lets me review the margin on every invoice before it gets processed and make changes if I need to. I can't imagine making this transition without it.”
“Since implementing Invoice Harbour, we have reduced headcount involved in invoice processing by 60%. It has made managing & processing Associate Provider services under Support at Home simple and hassle free. The Invoice Harbour team is responsive, helpful and quick to address any queries or requests. Well worth the investment!”
Blog
Latest from Invoice Harbour
Product
Funding and AT-HM markup, now checked before you approve
Two questions that come up on almost every client-billable invoice, and each one takes a screen or two to answer. Will this spend fit inside the client's funding? And on Assistive Technology and Home Modifications, is the supplier's markup inside the AT-HM Scheme cap? Invoice Harbour now answers both on the approval screen. The invoice is checked against the client's projected balance for Home Support, Assistive Technology and Home Modifications, plus their Home Care Account. AT-HM lines are checked against the scheme's markup cap. If either does not fit, a warning shows at the top of the invoice before you publish. Advisory only, and nothing to set up. What else would you want checked at approval time?
Product
ABN, GST and bank details, now checked before you approve
Three questions about a supplier that nobody asks on every invoice, because there is no time. Is their ABN still active? Are they actually registered for GST? And are the bank details on this invoice the same ones we have on file? Invoice Harbour now answers all three on the approval screen. The ABN and GST status come from the Australian Business Register. The bank details on the invoice are compared with the supplier's account on file in your finance system. If something does not line up, you see a warning before you publish. It is advisory, so it never blocks you, and there is nothing to set up. The checks run as invoices come in. What else would you want checked at approval time?
Product
A purchase order is a plan. The invoice is what actually happened.
A purchase order is a plan. The invoice is what actually happened. Most of the time the two don't match, and the gap is where a client's budget drifts without anyone noticing. Four weeks of podiatry gets ordered at the agreed rate. Three visits are delivered, one is cancelled. The invoice comes in at a different figure and the budget still shows the original number. Your care manager is working from numbers that are wrong. Invoice Harbour matches each invoice line against the purchase order and writes the actual figure back, so the budget reflects what was delivered rather than what was planned. No migration. It works with the care platform and finance system you already have.
“It has reclaimed my time, given us deeper insights, and allowed us to refocus our energy on supporting our clients.”