Introduction

Macarthur Anglican School, an independent co-educational institution in Cobbitty, NSW, serving nearly 1,300 students, faced mounting pressure from auditors to modernise their paper-intensive accounts payable processes. With nine filing cabinets full of invoices and a time-consuming manual approval system, the finance team was drowning in paperwork.

With Ellby's TASS-certified accounts payable automation and Secure AI, the school transformed their operations. They reduced invoice processing from 7 to 3 days, enabled remote work capabilities, and empowered their team (including an accounts payable officer nearing retirement who was initially hesitant about digital change) to work more efficiently and effectively.

What Made the Difference

The decision came down to communication and understanding. "We felt we could communicate better with them," says Elizabeth. "They handled my rambling and Kim's detailed questions really well. That's what convinced us to sign up."

This was crucial. Kim, who would be using the system daily, needed to feel heard and confident that her concerns were being addressed.

The Discovery Phase

Rather than rushing into implementation, Ellby proposed starting with a Discovery phase over the Christmas break in 2023. This collaborative approach allowed both teams to map out existing processes, identify inefficiencies, and design a solution tailored to the school's needs.

"Even if we hadn't continued, it would've been worthwhile because we got a clear picture of what systems worked and what didn't," Elizabeth notes.

The Vision

Elizabeth's goal was clear: "That invoices would flow all the way into TASS, through the right authorisations, and link directly back to the source invoice."

The solution needed to:

• Integrate seamlessly with their existing TASS system

• Maintain proper approval hierarchies

• Provide audit trails and easy access for auditors

• Support the team's varying levels of technical comfort

• Enable remote work when needed

Time Savings

The school dramatically reduced invoice processing from 7 to 3 days and approval time from 5 to 2 days. Automated recurring invoice processing reclaimed leadership time previously spent reviewing identical monthly bills. The finance team eliminated the annual two-week temporary staffing requirement for document scanning and audit preparation.

Time Savings

The school dramatically reduced invoice processing from 7 to 3 days and approval time from 5 to 2 days. Automated recurring invoice processing reclaimed leadership time previously spent reviewing identical monthly bills. The finance team eliminated the annual two-week temporary staffing requirement for document scanning and audit preparation.

Operational Improvements

Lost invoices are now impossible. The digital system tracks documents every step of the way. Clear accountability shows exactly where each invoice sits in the workflow. The solution delivers seamless TASS integration with invoices flowing through proper authorizations while maintaining direct links to source documents, enabling flexible remote work arrangements.

Cost Savings

The school achieved positive ROI despite system costs. Eliminated expenses include annual temporary staffing for scanning, printing and paper costs, excessive photocopier usage, and filing supplies. The combination of faster processing, eliminated lost invoices, and automated recurring payments creates ongoing savings through improved efficiency and reduced errors across finance operations.

Human Impact

The office transformed from paper chaos to productive workspace. Nine filing cabinets worth of documents reduced to a single drawer, creating a pleasant working environment. Kim, the accounts payable officer nearing retirement, now works just three days instead of four. No more chasing documents across the 38-hectare campus or worrying about audit readiness. The team feels confident and in control.