Why 85% of Healthcare AP Teams Still Use Manual Processes — And What It’s Costing You

Walk into nearly any mid-market healthcare finance department and you’ll find AP teams buried under a mountain of paper. In 2025, more than 85% of healthcare organizations are still relying on manual, paper-based invoice processes. That means invoices are mailed, hand-keyed into ERPs, shuffled across clinic locations for approvals, and—if you're lucky—paid on time. More often, they're late, lost, or duplicated.

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This isn’t just inefficient. It’s expensive, risky, and deeply out of step with how modern finance teams operate today.

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It’s Not Just Annoying—Manual AP Is Bleeding Healthcare Budgets

The average cost to process a single invoice manually in healthcare? About $6 per invoice. With automation, that drops to $1.45. Scale that across thousands of vendor bills per month, and you’re looking at hundreds of thousands in waste—money that could be invested in staff, patient care, or even margin relief in an industry already running razor-thin.

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And that’s just the processing cost. Manual AP opens the door to late fees, missed early payment discounts, and fraud exposure. One controller described it as “a game of hide and seek” just trying to locate all incoming invoices across their locations.

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This environment leads to real consequences:

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Late payments damage vendor relationships and can impact access to critical supplies.
Missed early-pay discounts cost money you should have saved.
Check fraud remains a top concern, with 81% of companies reporting attempted or actual fraud—and checks are still the norm for 97% of mid-market firms.

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Why Is Healthcare So Far Behind on AP Automation?

The short answer? Legacy processes, fragmented systems, and under-resourced finance teams. Healthcare AP teams often operate with minimal IT support, juggling multiple ERPs or on-prem systems that don’t play nicely together. Invoices aren’t just centralized—they might physically arrive at different clinic locations before being routed (sometimes literally) through interoffice mail.

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There’s also the people side: stretched teams spending 10+ hours per week on manual AP tasks, chasing approvals from busy clinicians, or handling basic payment status inquiries. That’s time lost on low-value work—and it’s burning teams out.

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The Payoff When You Automate AP

When organizations finally automate, the results are dramatic. Healthcare providers using automated invoice capture and routing have cut processing times by 50–80%, reclaimed 40+ hours per month, and effectively eliminated one full-time equivalent worth of manual effort.

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What’s more, automation turns your AP function from a cost center into a strategic asset:

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Better cash control: Gain visibility into upcoming liabilities so you can plan disbursements around cash flow cycles.
Fraud protection: Automated systems flag duplicate invoices, changes to vendor bank info, and enforce role-based approvals by default.
Audit readiness: Digital trails and system-enforced controls simplify audit prep and compliance, especially critical in a HIPAA- and SOX-sensitive environment.

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What to Look for in an Automation Partner

For mid-market healthcare, it’s not enough to “automate AP.” You need a system that:

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Connects directly to your ERP (NetSuite, Sage Intacct, QuickBooks, etc.) with minimal IT lift
Supports multi-location workflows and remote approvals
Enables electronic payments (ACH, virtual card, etc.) to reduce fraud and increase speed
Offers out-of-the-box controls and a secure audit trail for every step
Can be implemented in weeks, not months

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Centime was designed with these needs in mind. Our AP solution connects directly to your ERP, requires under 30 minutes of IT time to set up, and helps finance teams cut costs, prevent fraud, and free staff to focus on strategic work.

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Final Thought: It’s Not Just About Efficiency

AP has historically been treated as a tactical function—something that needs to get done, but not something that drives value. That mindset no longer works.

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Healthcare CFOs today are facing margin pressures, staffing shortages, and rising compliance demands. In that context, manual AP is a liability. It slows down your business, wastes budget, and increases exposure to risk.

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Automation isn’t just about going paperless. It’s about unlocking time, control, and confidence—so your finance team can stop playing catch-up and start driving real results. Book a demo today.

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*Centime is not a bank and is not authorized by any federal or state agency to engage directly in core banking activities.
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*All banking products and services available through Centime are provided by FNBO and are governed by the applicable agreements and related disclosures provided to you by FNBO. Member FDIC.
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‍*While Centime facilitates traditional banking activities (such as the acceptance of deposits or extensions of credit), these services are actually provided by our banking partner, FNBO.
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*Centime may provide support services to FNBO, as permitted by applicable law, to facilitate the delivery of its bank products and services.

**Deposit placement through ICS is subject to the terms, conditions, and disclosures in the applicable agreements. Although deposits are placed in increments that do not exceed the FDIC standard maximum deposit insurance amount (“SMDIA”) at any one destination bank, a depositor’s balances at the institution that places deposits may exceed the SMDIA (e.g., before settlement for deposits or after settlement for withdrawals) or be uninsured (if the placing institution is not an insured bank). The depositor must make any necessary arrangements to protect such balances consistent with applicable law and must determine whether placement through ICS satisfies any restrictions on its deposits. A list identifying IntraFi network bank

Why 85% of Healthcare AP Teams Still Use Manual Processes — And What It’s Costing You

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