The Challenge: Fragmented Procurement and Manual Complexity
Wellspring Pharmacy faced significant operational bottlenecks due to the complexity of a multi-site structure. Each site managed its own unique set of vendors, resulting in a vast array of different invoice layouts and formats that required manual processing. Furthermore, different sites and vendors demanded specific, manual data entry rules for their ERP system, Priority. This manual environment was not only slow but costly, with manual processing expenses reaching approximately $1,500 per month
Automating Accounts Payable Across Multi-Site Pharmacy Operations
To unify procurement across their US and Canadian chains, Wellspring implemented DOConvert, achieving an impressively fast time-to-value of less than 30 days from lead to go-live. The automation handles the entire lifecycle of an invoice with minimal human intervention
↳ Seamless Ingestion: Invoices are auto-forwarded from email directly to DOConvert, eliminating the need for staff to manually “drag and drop” files.
↳ Intelligent Classification: The system automatically identifies the document type and recognizes the specific vendor
↳ Data Extraction & Mapping: Vendor invoice layouts are automatically mapped to the required fields for the Priority ERP
↳ Automated Matching: CMO invoices are automatically paired with Goods Receiving Vouchers (GRVs)
↳ Service & Logistics Coding: Logistics invoices (e.g., Echo Logistics) are automatically coded to accruals by brand
↳ ERP Integration: DOConvert opens a draft invoice in Priority, populates all pertinent details, and attaches the original vendor PDF
↳ Accuracy Check: The finance team performs a final accuracy check before the invoice is finalized
The Results: Tangible ROI and No-Code Scalability.. From $1,500 to $500/Month: Wellspring Pharmacy’s AP Automation Story
By automating the top 8 US CMOs and Echo Logistics, Wellspring realized immediate financial gains:
| Metric | Manual State | Automated State (DOConvert) |
| Monthly Cost | $1,500 | $500 |
| Annual Cost | $18,000 | $6,000 |
| Annual Savings | – | $12,000 |
↳ Zero-IT Expansion: Because DOConvert is a no-code platform, Wellspring can expand this automation to additional companies within their group and streamline new workflows in zero time, without requiring intervention from IT teams
↳ Immediate Volume Growth: Their current contract allows them to double their invoice volume at no extra cost
↳ Strategic Roadmap: Expansion into Canadian operations and the automation of stability invoices is currently underway
“DOConvert greatly reduced the complexity of managing high-volume invoices across our US and Canadian lines of business, without a single line of IT work. Scaling to new vendors is effortless. The team is very responsive to any need we may have.” Scott, Wellspring Pharmacy