Status: Delivered. Described from our own delivery records. Client identity, brand and commercial terms are withheld. Figures, where given, cover the period stated and nothing beyond it.
Context
A revenue-cycle operation billing more than three hundred hospital facilities on monthly and weekly cycles.
Each invoice needed generating from current data, formatting correctly, addressing to the right recipients, and sending with the right attachments.
The problem
- Around five hundred invoices a month were produced and sent largely by hand.
- The work was concentrated at period end, so it collided with everything else that happens at period end.
- Recipient lists, subject lines and attachment sets were maintained manually and drifted.
- A mistake was expensive in a specific way: an invoice sent to the wrong facility is both a billing problem and a data-handling one.
What we built
Automation of the full invoice lifecycle
Data refresh, generation, export and formatting — for both cadences.
A mapped distribution layer
Holding recipients, subject lines, body content and attachment rules per facility, maintained as configuration rather than as a habit.
Scheduled execution
On the monthly and weekly cycles, with run reporting.
How we delivered it
- 1
Map every facility's billing requirements
Cadence, recipients, format, attachments — into a single configuration set.
- 2
Automate generation
With output validated against the manual result.
- 3
Automate distribution
Initially to an internal mailbox rather than to facilities.
- 4
Parallel-run a full cycle
Comparing every generated invoice against the manual one.
- 5
Switch over cadence by cadence
Monthly first, then weekly.
How it was phased
Indicative phasing for work of this shape. Actual duration varies with data quality, access and decision speed.
What the client keeps
- The automation definitions and source
- The per-facility distribution configuration
- The parallel-run comparison record
- The run-monitoring setup