The Challenge
As the Hāpaitia grew, its previous financial management system struggled to support the complexity of its operations. Manual invoice processing, approval workflows and integration limitations created inefficiencies and made it difficult to maintain strong internal controls across multiple organizations and management levels.A particular challenge for Hāpaitia was managing delegated authorities when approvers were on leave. The native process required administrators to remove existing cost center restrictions, configure the delegation, and then manually reinstate those restrictions afterwards. This cumbersome and inconsistent process created unnecessary administrative effort and increased the risk of errors.
Hāpaitia required more sophisticated accounts payable capabilities than were available natively, including advanced invoice matching with configurable variance tolerances, more efficient management of delegated authorities, and a future-ready platform capable of supporting eInvoicing initiatives.
Key challenges included:
• Manual and time-consuming invoice processing.
• Limited approval workflows for a complex, multi-tier management structure.
• Inefficient and unreliable management of delegated authorities during staff leave.
• Limited invoice matching capabilities and tolerance management.
• Lack of robust internal controls and receipting processes.
• Poor integration with budgeting and forecasting systems.
• The need for secure, cloud-based access that complied with New Zealand Government IT security standards.
• A requirement for a scalable solution that could support future PEPPOL eInvoicing requirements.
The Solution
Following a comprehensive evaluation process, Hāpaitia selected Sage Intacct, implemented by Business Enabling Systems (BES), together with Pacifictech AP Automation to deliver a fully integrated, cloud-based accounts payable solution.Pacifictech AP Automation transformed Hāpaitia invoice processing by introducing intelligent invoice capture through its AI-powered Document Processing Service (DPS), automatically recognizing and extracting invoice data to minimize manual entry and improve processing accuracy. Supplier invoices are captured electronically and seamlessly integrated into Sage Intacct, where they are routed through configurable approval workflows that reflect Hāpaitia multi-tier management structure.
The solution provides complete visibility over every invoice from receipt through to payment, while strengthening internal controls with digital approvals, comprehensive audit trails and secure electronic document management. By integrating directly with Sage Intacct, Pacifictech AP Automation also supports Hāpaitia wider financial ecosystem, enabling seamless connectivity with budgeting, forecasting and expense management applications.
Delivered as a fully cloud-based solution, it aligns with the organization's stringent government security requirements, including Single Sign-On (SSO) and robust access controls, providing a secure, scalable platform for staff working across New Zealand.
The Key Benefits
By implementing Pacifictech AP Automation alongside Sage Intacct, Hāpaitia transformed its accounts payable process into an efficient, secure and highly scalable operation.The organization has achieved:
- Faster invoice processing through automated invoice recognition and reduced manual data entry
- Improved Approval Efficiency with streamlined digital workflows across multiple management levels
- Greater Visibility and Control over invoices from receipt through to payment
- Enhanced Compliance and Governance with stronger internal controls and a complete audit trail
- Seamless integration with complementary applications, including Certify for expense management
- Best-of-Breed Financial Ecosystem allowing each application to perform its specialist function while working seamlessly together
- A Fully Cloud-Based AP Solution supporting staff located throughout New Zealand with secure Single Sign-On access
- Rapid implementation with the complete solution deployed, users trained and operational in just three months