All work
Billing operations application
Invoicing ran on a 13-tab spreadsheet and one person’s memory. Staff now enter the month’s numbers, the system applies every client’s rules, and invoices are ready for QuickBooks.
- The spreadsheet13 tabs · one safe editor
- The inboxreports, questions, approvals
- One person’s memorythe rules for every client, on cards in a head
- Structured entryvalidated · nothing typed twice
- Your rules, encodedper client · tier · exception
- Invoice-ready amountsthe same way every month
- Reports and QuickBooksrevenue, cost, open items
Before
- A billing operation serving pediatric therapy practices, invoicing each client monthly under different terms.
- One spreadsheet — thirteen tabs — held the client list, the rates, the thresholds, the visit tiers, and the month’s totals.
- One person knew how it all fit together. Split invoices, RCM-only clients, subscription clients, and combined arrangements each had their own exceptions.
What we built
- Structured monthly entry: staff type the report totals and agreed metrics they already have, and nothing twice.
- Every client’s rules encoded — RCM thresholds, visit-volume tiers or fixed visit pricing, configurable invoice grouping for split invoices.
- Invoice-ready amounts and descriptions for each client, prepared the same way every month.
- Revenue, vendor cost, gross profit, and open items by service line.
- Independent named-user access, so more than one person can run the month.
What it means day to day
- The month runs on entry and review instead of memory.
- A new hire can produce invoices in their first week.
- QuickBooks gets amounts and descriptions that are already right.
1A call2A short look at the real workflow3A fixed price with milestones4Working software every week5Handoff — you own it
How an engagement runsRunning something like this on spreadsheets and memory? Tell me what’s broken.
Call or text (623) 252-4330