Non-profit optimizes invoice approvals and payments, reducing manual effort and operational costs

MineralTree, an Accounts Payable (AP) and payment automation solution provider, today announced that the Nevada Hospital Association (NHA), a nonprofit  trade association that advocates on behalf of Nevada hospitals, health systems and patients, has deployed MineralTree’s TotalAP solution to streamline its vendor invoice and payment processes. The system went live in March 2022. 

Incorporated in 1971, the NHA was created by hospital administrators to provide a unified forum to address issues such as reimbursement, worker’s compensation, professional liability, and continuing education. Over the years, the organization’s scope has evolved to include healthcare marketplaces, government payment policies, funding for indigent care, manpower shortages, and more.

NHA Controller Sue James is a one-person accounting department responsible for ensuring the timely receipt, recording, approval and payment of approximately 50 invoices per month. She uses QuickBooks Desktop to manage the organization’s finances.

“During the pandemic, we had no way of approving invoices and processing payments remotely,” said James. “So, I would come into the office at night when no one else was here and enter invoices into QuickBooks, code them, and run checks for approved invoices. The challenges of that situation forced us to think seriously about how we could modernize our AP process.”

During this same time, a new president and CEO took over at NHA with a keen interest in modernizing some of the organization’s outdated manual processes. These plans included finance, member management, web self-service, and moving more of the NHA’s technology infrastructure to the cloud. AP automation with MineralTree was the first project and it set the standard for NHA’s other digitization efforts to follow.

Using MineralTree TotalAP, NHA is automating its invoice receipt and approval workflows and streamlining the supplier payment process. Invoices are coded, automatically routed to approvers, and then sync over to QuickBooks. Payments can be made digitally via each supplier’s preferred method whether that is check, ACH, or virtual card.  

Seamless, two-way sync with QuickBooks and ease of use were big selling points for NHA. All existing vendor data and open invoices in QuickBooks were easily synched with MineralTree so the system was ready to go from day one. And MineralTree’s intuitive user interface and workflow enabled James and other executives to start using the new AP system with minimal training and support.

“MineralTree is really easy to use, and it saves a ton of time for our executives approving invoices. They can be at home, traveling, anywhere – and simply review, click to approve, and schedule for MineralTree to make the payment on our behalf,” added James. “But there’s a lot more to it than their software. MineralTree is also proactively reaching out to our vendors to get them onboarded with electronic payments, updating their payment information, and answering their questions. For a small team like ours, that additional support is invaluable.”

“Every organization has different challenges and needs when it comes to their AP processes,” said Joe Fortini, VP of Customer Success at MineralTree. “But across the board, we see that AP teams lack the capacity to proactively contact their vendors and enroll them in digital payments. TotalAP extends the benefits of AP automation with comprehensive services that help our clients save even more time and ultimately reach their payment goals.”