A voucher-processing app that hands the team back five hours a week.
EYECAN’s voucher scheme provides free or subsidised glasses for Jersey children. With around 10 claims per day, the manual process was consuming five hours of staff time every week. Blue Llama built a Power Apps solution that validates and processes every claim automatically delivering full ROI in three months and freeing the team to focus on the work the charity exists to do.
The project secured a Jersey Business Productivity Grant.
The Challenge
Each claim triggered a chain of manual steps: paper form at the optician, scanned and emailed to EYECAN, checked against a spreadsheet, returned if errors were found, then entered into Xero by hand. Mistakes meant going back to the optician, who went back to the parent.
The Solution
Blue Llama built a Power Apps application for opticians that validates every claim in real time and posts approved claims directly to Xero—no spreadsheets, no manual data entry.
- Paper voucher filled at the optician, scanned and emailed to EYECAN
- Team manually checked age, social security number and 12-month claim history
- Errors emailed back to the optician who has to phone parent
- Optician submits voucher details directly via an online portal
- Age, social security and claim history validated instantly at point of entry
- Instant approval and automated payment request sent to Xero
The Results
Five hours returned to the team every week. Routine claims no longer reach the EYECAN team at all. EYECAN is now exploring further automation across their operations.
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