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Monthly billing without the 13‑tab spreadsheet

Pediatric therapy billing

Invoicing ran on a 13-tab spreadsheet and one person’s memory. I built a system so staff enter the month’s numbers once, each client’s pricing is applied, and invoices come out ready for QuickBooks.

  1. Numbers entered onceThe month’s totals, typed one time
  2. Each client’s pricing appliedVolume pricing, flat rates, split invoices
  3. Invoices come out rightThe same way every month
  4. Ready for QuickBooksAmounts and descriptions already correct

The problem

  • A billing office serving pediatric therapy practices, invoicing each client monthly under different terms.
  • One spreadsheet with thirteen tabs held the client list, the rates, the discounts, and the month’s totals.
  • One person knew how it all fit together. Some clients paid by volume, some a flat monthly fee, some split across invoices, and each had exceptions.

What it does

  • The month runs on entry and review, not one person’s memory.
  • What came in, what it cost, and what is still unpaid, by service.
  • Everyone has their own login, so more than one person can run the month.

Running something like this?