From Spreadsheets to an Exit-Ready Set of Books
A dental group's practice software and its accounting platforms had never spoken to each other. We built the layer that unifies them — invoice capture, AI cash-flow forecasting, and a full valuation suite the owners can actually run themselves.
Industry
Healthcare Finance
Solution
Financial & BI Platform
Engagement
6+ Months, Ongoing
Services
AI & Data Engineering
Two Systems That Never Spoke
The practice ran its clinical side in one system and its books in another — several others, in fact — and nothing joined them. Every question that mattered ("are we profitable per chair?", "what does cash look like in eight weeks?") meant exporting from both and reconciling in Excel.
Invoices arrived by email and were typed in by hand. Cash-flow forecasting did not exist. And the moment the owners started thinking about valuation, they found that working out EBITDA meant hiring a consultant, because the numbers to do it lived in five places.
The Problems We Set Out to Solve
Every one of these is stated by the client in the intake — this is a real before-state, not an inference from the code.
Practice software and multiple accounting platforms with nothing joining them
Invoice data entered by hand, one line at a time
No cash-flow forecasting of any kind
No granular permission system over sensitive financial data
EBITDA calculations required bringing in external consultants
One Integration Layer, One Set of Numbers
The whole platform rests on a single idea: get every number into one place, once, automatically — then everything downstream, from a forecast to a valuation, becomes possible.
A Unified Integration Layer
The practice-management system and four accounting platforms sync into one model, with live status indicators so nobody has to wonder whether the figures are current.
Invoices That Enter Themselves
Invoices arriving by email are captured and their data extracted by AI, then queued for review — no more retyping a PDF into an accounting package.
A Thirteen-Week Cash Forecast
AI-driven forecasting over a rolling thirteen-week horizon, so the owners see a cash pinch coming instead of discovering it.
Valuation Without a Consultant
An EBITDA bridge, quality score, scenario simulator and exit cockpit — the work that used to mean hiring someone, run from inside the product.
What the Platform Does
Financial Dashboard
The top-level view of the group's financial position, assembled from live synced data rather than a monthly export.
Cash Flow Forecast
A rolling thirteen-week forecast driven by AI over the practice and accounting data.
Profitability
Profitability analysis across the group, down to the level the owners actually make decisions at.
Budget & Tax
Budgeting and tax tracking held against the same numbers as everything else.
Financial Reports
Profit and loss and balance sheet, generated from synced data instead of assembled by hand.
Operations
Locations, providers, chairs and patients — the operational spine the financial numbers hang off.
Treatment Insights
Treatment analysis with NHS, private and membership revenue tracked separately, plus AI-assisted pricing suggestions.
Invoice Capture
Automatic capture from an email inbox with AI extraction, and a processing queue for review before anything is posted.
Suppliers
Supplier records tied to the invoices and costs they generate.
Cost Management
Lab fees, staff costs, leases, overhead and materials — every cost line the practice actually carries.
EBITDA Bridge
A structured bridge from reported profit to EBITDA, showing exactly what each adjustment is and where it came from.
Valuation Suite
Quality score, scenario simulator, exit cockpit, due diligence and a performance heatmap.
AI Assistant
A chatbot over the practice's own financial data, plus AI pricing suggestions on treatments.
RBAC & Admin
Permissions across 22 modules with 70+ permission cards and 8 action types, plus team management and a sync summary.
Multi-Tenant, Synced, AI-Assisted
Frontend
Data & Tenancy
Accounting Sync
AI & Analytics
Five Phases Over Six Months
- 1
Core Development
The multi-tenant foundation, the financial model, and the first dashboards on top of it.
- 2
Integrations
The unified layer that syncs the practice-management system and the accounting platforms into one set of numbers.
- 3
Valuation Module
The EBITDA bridge, quality score, scenario simulator and exit cockpit — the reason the whole thing had to be accurate.
- 4
AI Features
Cash-flow forecasting, invoice extraction, pricing suggestions and the assistant over the practice's own data.
- 5
Ongoing Enhancement
Feature branches with pull-request review, shipping continuously against what the practice asks for.
What Was Delivered
22
Modules
88
Screens
90+
Database Tables
10
Integrations
Practice data and accounting data live in one model with live sync status — no more exporting from two systems to answer one question.
Invoices arriving by email are captured and extracted automatically instead of being retyped.
A rolling thirteen-week cash forecast exists where previously there was none.
EBITDA and valuation work that required an outside consultant now runs inside the product the owners already use.
Frequently Asked Questions
That was the core of this build. We built a unified integration layer that syncs a practice-management system and four accounting platforms, including Xero and QuickBooks, into one model — with live status indicators so nobody has to wonder whether the figures are current. The goal is to get every number into one place, once, automatically.
Services Behind This Build
Explore Other Case Studies
Reconciling two systems in a spreadsheet every month?
We build the integration layer that makes it one set of numbers — and everything downstream, from forecasting to valuation, becomes possible.
Talk to a Delivery Expert