Success stories | St John Ambulance Tasmania | Integration: Ocerra + MYOB Acumatica | Partner: Stratus Consulting Group
St John Ambulance Tasmania Streamlines AP Processes with Ocerra
Background
​St John Ambulance Tasmania, a trusted provider of first aid training, products, and services, has been serving the Tasmanian community since 1887. With a mission to build safer and more resilient communities, they sought to modernise their accounts payable (AP) processes to better support their critical operations.
Before implementing Ocerra, the organisation relied on a heavily manual, paper-based system, leading to inefficiencies, delayed payments, and increased administrative burdens. Richard, Business Services Officer at St John Ambulance Tasmania, described the process:
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“Invoices would come in via post or email, get printed, and routed physically for approvals. It could be weeks before they were even looked at, especially if someone was on leave.”
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These challenges highlighted the need for a more streamlined and efficient AP solution.
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Challenges Before Ocerra
1. Delays in Approvals: Invoices often sat on desks waiting for approval, leading to late payments and inefficiencies.
“We had invoices getting misplaced, delayed, or not signed off at all,” Richard shared.
2. Time-Consuming Payment Runs: Preparing and checking invoices for payment runs often consumed an entire day.
3. Lack of Transparency: Managing paper invoices made it difficult to track approvals or quickly access documents during audits.
Solution: Ocerra’s AP Automation
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St John Ambulance Tasmania implemented Ocerra to transform their AP workflows. The cloud-based solution eliminated paper invoices, introduced automated workflows, and integrated seamlessly with MYOB Acumatica.
Richard praised the onboarding process:
“The implementation went really well, really smooth. We were very well supported by the Ocerra team.”
This decision was supported by Stratus Consulting, St John Ambulance Tasmania’s MYOB partner, who recommended Ocerra as the best AP automation solution for their needs.
“Stratus Consulting gave Rebecca (CFO) a lot of confidence that Ocerra was the preferred option if we were looking at something along these lines,” Richard explained.
A dedicated MYOB partner based in Australia, specialising in business, accounting, and IT consulting services. As accredited MYOB Australia/NZ Diamond Enterprise Partners, they deliver tailored solutions to help businesses streamline operations and achieve their goals. Stratus Consulting Group provides end-to-end support, from system design and implementation to ongoing training and assistance, ensuring long-term success for their clients.
Key Results and Benefits
1. Significant Time Savings - One of the most dramatic improvements has been the reduction in time required for payment runs.
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“It’s been a game-changer. Payment runs used to take a full day, but now they’re done in one to two hours.”
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Digital workflows have also reduced delays in approvals, allowing managers to process invoices promptly, even when off-site.
2. Enhanced Efficiency with Automation - Ocerra’s features have significantly streamlined AP operations:
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Auto-Coding:
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“The auto-code feature saves a lot of time, especially with repeat service providers,” said Richard.
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Traffic Light System:
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“I really like the traffic light system—it gives me confidence that the information we’re processing is correct.”
3. Improved Document Management - Switching to a cloud-based system has simplified audits and improved access to invoices:
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“We no longer need to sift through storage boxes to find invoices. Everything is at our fingertips in the cloud.”
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The ability to easily retrieve documents has enhanced confidence during audits and reduced administrative overhead.
4. Strengthened Supplier Relationships - By ensuring timely payments, Ocerra has helped maintain strong supplier relationships:
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“The share function for approvals and transitions has helped us maintain a strong credit score with suppliers and ensure timely payments.”
5. Risk Mitigation and Payment Protection - Ocerra’s features have significantly improved risk management and payment accuracy:
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Traffic Light System: This feature flags discrepancies in bank details, enabling quick verification with suppliers.
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“We’re confident we’re paying the right suppliers and have avoided the need for additional tools like Eftsure,” Richard explained.
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Source of Truth: Using MYOB as the central source of truth for bank details, combined with Ocerra’s real-time checks, has further enhanced payment security.
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“If we see a change flagged by Ocerra, we verify it with the supplier to ensure accuracy.”
Client Feedback
Richard highly recommends Ocerra for any organisation looking to streamline AP processes:
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“I’d absolutely recommend Ocerra. It’s dramatically improved our processes and given us confidence in our AP operations.”
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He also praised Ocerra’s proactive support and responsiveness:
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“The team has been incredibly supportive and proactive in addressing our needs.”
Conclusion
By adopting Ocerra, St John Ambulance Tasmania transformed its accounts payable process, achieving significant time savings, enhanced efficiency, and greater transparency. The organisation now benefits from a modernised AP system that supports its mission to serve the Tasmanian community effectively.
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“Ocerra has been a game-changer for us,” Richard concluded. “It’s reduced inefficiencies, improved accuracy, and given us confidence in our processes.”
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