Apollo Healthcare Technologies
Case Study
Building Process Control for Growth
Apollo Healthcare Technologies partnered with AlphaBiz Solutions to implement MYOB Acumatica — gaining visibility across inventory, sales, service and customer records while strengthening compliance and operational consistency.
Explore the Operational Shift
What Apollo improved with MYOB Acumatica
Inventory Control
Location-based stock, pick workflows, clearer traceability
End-to-end Visibility
Integrated field timesheet and equipment tracking via TOKN
Compliance Readiness
Dedicated consultant and phased rollout
Client Overview
Apollo Healthcare Technologies is a Wangara-based supplier and servicer of healthcare and assistive technology equipment, supporting aged care, disability and homecare providers across Western Australia. The business provides sales, rental and service of specialised equipment — helping healthcare providers deliver better outcomes for their clients.
Key challenges before MYOB Acumatica improvements
As Apollo grew, it became clear that their existing approach was no longer sufficient. Key operational knowledge lived with individuals rather than systems. They needed a modern, process-driven solution that would connect inventory, sales, service and compliance — all in one place.
Operational Challenges in Detail
As Apollo's operations expanded, the limitations of relying on individual knowledge rather than embedded systems became clear. Stock was managed by memory, customer information sat across disconnected tools, and process consistency was hard to maintain as the team grew and changed. Apollo operates in the healthcare and assistive technology sector — an environment where compliance, documentation and consistent service delivery are not optional. The gap between where they were and where they needed to be became the catalyst for change.
Inventory Management
Stock locations and fulfilment steps depended on one or two people knowing where everything was. When those people were away, the process broke down. There was no system-based location tracking or pick workflow to fall back on.
Sales and Customer Visibility
Sales opportunities and customer interactions were not being captured consistently. This made it harder to manage follow-ups, track pipeline, and connect quoting through to delivery and invoicing in a reliable way.
Process Consistency and Staff Turnover
As Apollo grew and team members changed, the absence of embedded processes created operational risk. Key knowledge left with people when they moved on, and onboarding new staff was more difficult without documented, system-driven workflows.
Compliance Pressure
Operating in the healthcare sector brings clear compliance expectations. Apollo needed better documentation, audit trails and process consistency to support ISO certification and ongoing quality management requirements.
Finding the right partner
Apollo needed more than software. They needed a partner who could understand their operational reality and support them through a genuine process transformation — not just a system installation.
After careful consideration, AlphaBiz Solutions was chosen for their:
- Proven expertise in inventory and service-led businesses
- Deep knowledge of MYOB Acumatica across mid-market operations
- Honest, collaborative approach to implementation challenges
- Willingness to acknowledge issues early and work through them together
- Long-term support and training commitment beyond go-live
ERP Implementation That Delivered
The MYOB Acumatica rollout — led by AlphaBiz — was practical, process-focused and built around Apollo's real operational needs.
Key improvements included:
- Inventory location control and pick workflows replacing reliance on individual knowledge
- CRM-style opportunity tracking capturing sales and customer details in one system
- End-to-end sales flow from quoting through to invoicing
- Improved service capture with stronger visibility of technician feedback
- Onsite support and training milestones to accelerate adoption after team turnover
“Improved compliance and transparency. We don’t have people working on individual spreadsheets. The data, down to customer conversations, is captured in Acumatica.”
Shaun Lyon
Managing Director
Results
Apollo's concrete outcomes since implementing MYOB Acumatica:
Inventory
Stock in defined system locations with pick processes — no longer relying on warehouse memory
Transparency
Customer and operational data captured in Acumatica, not scattered across spreadsheets
ISO 9001
Apollo achieved ISO 9001 certification — system-based processes directly supported this outcome
BEHAVIOURAL RESULTS
- The business is less exposed to disruption when key people are away or leave.
- Teams have clearer visibility across departments, supporting faster handovers and more consistent execution.
- Leadership sees the system as a long-term platform delivering stronger gains as adoption matures.
APPLICABILITY TO OTHER CLIENTS
- Medical equipment suppliers and healthcare service businesses
- Wholesale and distribution businesses with inventory and fulfilment complexity
- Service-led businesses needing sales, field activity and invoicing to connect
- Businesses preparing for audit, certification or compliance requirements
Download the full PDF case study to see the transformation in detail
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