Care and healthcare groups
This is about the finance office of a multi-site care provider — purchase ledger, approvals, consolidation and cash. It is not about clinical work, and nothing here touches a care record.
Written from how this sector's finance office runs, not from a general case for automation. If none of it is recognisable, this is not the right page.
The home that orders its own incontinence supplies at short notice is doing the right thing. It also means the purchase ledger arrives from twelve directions in twelve formats.
A manager can authorise up to a figure, above that it goes to the regional lead, above that to head office. In practice it goes to whoever answers, and the audit trail is an email thread.
Reconciling an agency invoice to shifts actually worked means comparing a supplier’s summary against the home’s own record, line by line, after the fact.
Eleven homes close on time. The pack waits for the twelfth, every month, and the board sees the numbers late enough that they are history rather than management information.
Three of the finance systems in our Finance & Reporting suite, in the order that pays back soonest in this sector. The other two, and the other eight suites, are on the services page.
Each home’s ledger export normalised on arrival, so consolidation starts when the last file lands rather than a week after it. The sites that have not reported are named at the top of the pack.
How it is builtThe authorisation limits written down once and applied every time, with escalation by value and by age. Every approval is recorded as it happens, which is also what the auditor asks for.
How it is builtSupplier and agency invoices read, coded to the right home and cost centre, and matched against what was ordered. Anything that does not match is held for a person, not posted.
How it is builtGroups running 5 to 40 sites with a central finance function and local purchasing, where month-end is a consolidation problem rather than a bookkeeping one.
Single-site providers, and anything involving clinical systems, care records or care outcomes. We work in the finance office only.
Live in 14 days, or your setup fee refunded. It is built into the finance software you already run — Sage, Xero, QuickBooks, Dynamics 365 Business Central or NetSuite. UK GDPR data processing agreement included. Professional indemnity & cyber insurance · Hiscox.
30 minutes, then a written note of where your finance office loses time across sites. We work in the finance office only — no clinical systems and no care records. Free, and you keep it either way.