How UPA NSW modernized finance operations with Emburse

In the world of aged care, every moment spent on administrative burdens is time taken away from those who need compassionate, hands-on support. At United Protestant Association of NSW Ltd (UPA NSW), a mission-driven nonprofit serving communities across New South Wales, finance leaders found themselves entangled in a paper-based web of inefficiency that was slowing operations—and straining resources.

Each region within UPA operated with its own accounts payable (AP) process. There were no standardized workflows, no centralized oversight, and no automation to lighten the load. Invoices were manually keyed into their system, approvals often bottlenecked across departments, and storing records meant stuffing filing cabinets to the brim with paper documents. The lack of visibility made it difficult to enforce policies or access invoices when needed. It wasn’t just cumbersome—it was unsustainable.

As UPA NSW grew, so did the complexity. Finance leaders knew something had to change—not only to streamline operations but to future-proof the organization’s ability to serve its residents and communities effectively.

The challenge: Fragmentation, frustration, and a failure to scale

UPA’s finance teams were doing their best within a system that hadn’t kept pace with the organization’s needs. The reliance on CareSystem for invoice tracking provided some baseline functionality, but most of the process still took place outside the system—in regional silos and on paper.

• Each region had its own rules. Localized procedures meant invoices were processed differently depending on where they originated, creating inefficiencies and inconsistencies across the board.
• Manual entry ruled the day. Team members spent countless hours entering data by hand, increasing the risk of error and slowing down approval cycles.
• Storage was physical and inefficient. Approved invoices were stored in filing cabinets, which consumed space and made document retrieval difficult during audits or internal reviews.
• Tracking was time-consuming. Even though CareSystem allowed for basic tracking, finding and sharing invoices required manually sorting through paper records—delaying response times and frustrating stakeholders.

Without a unified platform, the AP process lacked the visibility, consistency, and agility needed to scale. Finance was spending too much time chasing down invoices and too little time on value-driving initiatives.

Emburse delivers a modern, centralized AP solution

When UPA NSW partnered with Emburse, the vision was clear: eliminate paper, automate the mundane, and unify financial operations across the organization.

With Emburse Enterprise Expense and Invoice, the organization shifted from a reactive, fragmented system to a modern, automated platform that empowers teams and improves outcomes.

• Automation with OCR technology drastically reduced manual data entry. Instead of retyping invoice details line-by-line, the system now automatically scans and inputs data with high accuracy.
• Centralized approval workflows replaced regional inconsistencies. All AP teams now work within a single, streamlined process—making collaboration and compliance simpler than ever.
• Real-time visibility became standard. Finance leaders can now monitor invoice statuses at any point in the approval process, enabling faster decisions and proactive issue resolution.
• Digital storage replaced filing cabinets, reducing office clutter and enabling quick, secure access to historical records.

The results: time saved, compliance strengthened, and costs reduced

The results were immediate and far-reaching. Where once there were silos, now there’s a single source of truth. Where there were paper trails, there’s now digital precision. And where time was wasted on low-value tasks, UPA NSW’s finance team is now free to focus on what matters.

What began as an effort to clean up invoice management has evolved into a broader operational transformation. The finance department is now equipped to support the strategic goals of the organization with agility and confidence.

A partnership built on purpose

UPA NSW’s journey with Emburse wasn’t just about software—it was about strategic alignment. From the outset, Emburse took a collaborative approach, understanding the organization’s unique regional structures and legacy processes.

This close partnership allowed for a tailored implementation that respected existing workflows while guiding UPA through a thoughtful change management process.

Digital transformation that honors the human mission

For a nonprofit dedicated to serving people with dignity and care, Emburse delivered more than just operational efficiencies—it brought clarity, consistency, and control to financial workflows. With automated tools and centralized visibility, UPA NSW is better equipped to meet regulatory demands, strengthen vendor relationships, and focus on delivering high-quality care.

As UPA NSW continues to expand its impact, it now does so with a future-ready finance operation—one that puts people, not paper, at the center of every process.