Our client provides a homecare service for elderly people on a shift and live in basis they offer this service nationally. This case study focuses on their invoicing process which was previously looked after in-house and but was prone to costly errors. Cevitr’s digital worker ‘Jo’ took over this process.
This client is provides care in their customers home rather than them moving to a care home. They offer this service on both a shift and live-in basis to elderly people nationally on a 24 hour basis.
This process was prime for automation due to the need for compliance and time-saving. The carers worked their own hours, and these were then billed directly to the invoices. However, the client found that sometimes the rates were being calculated incorrectly. Leading to our client over-charging or under-charging for the care service.
This invoicing process was introduced to ensure all the rates are correct before they are sent to our clients’ customers. Therefore, offering compliance to our client by ensuring everything is correct. If the invoice amounts are correct, then we also do the distribution for our client. This involves sending emails with the invoices attached to our clients' customers and downloading PDF versions of any that don’t have email addresses so that these can be sent out via the post. Jo also updates their Xero reports.
To implement this process we needed to set up a rate mapping file for the rates. Cevitr’s digital worker ‘Jo’ downloaded these and is checking that they are all correct. This process currently runs bi-weekly.
Each month Cevitr’s digital worker ‘Jo’ processes approximately 400 invoices. Each run of processes is completed in 1-1 ½ hours which saves our client a significant amount of time. Our digital worker ‘Jo’ also spots errors with rates that had previously gone unnoticed, avoiding upsetting their clients. This process is future-proofed for growth as new sites can be added and removed easily.