Linking the clinics program to an existing accounting system

The purpose of this link is the same: no one should enter the same numbers twice. If it doesn’t achieve that, it’s complexity without return — and many projects build connectivity that ends up in a monthly manual review and loses its raison d’être.

Why is this requirement included in the purchasing decision?

Because the separation between the two systems is necessary, and the bridge between them is what determines whether the separation costs you double work or not. The decision is made early because it affects the project estimate and schedule.

What should the scope cover?

• Table of exchanged records: What exactly is transferred — revenue entries, receivables, recoveries, and receivables?
• Transport direction: From the clinic system to accounting mostly, and does anything come back the other way?
• Frequency: Instantaneous, daily, or monthly — the simplest is usually enough.
• Assembly level: A per-invoice entry or a daily aggregate entry? Determined by your accountant.
• Matching: A report that compares what was sent with what arrived, revealing the differences before the month closes.
• Processing failure: What happens to a record that has not been transferred? Who follows him? How to resend it?

Checklist in demo

• Issue an invoice and record a payment: Has the entry transferred? In what form?
• Execute a reversal: How is it accounted for?
• Request a period conformity report: does it reveal what has not moved?
• Transfer Failure Simulator: What is shown? Who feels?
• Show the outputs to your accountant: Do they fit his system as is?
• Ask: Is the connection with our accounting system ready or does it need examination and evaluation?

Note that the daily aggregated entry is sufficient for most centers and greatly simplifies the linking: one entry with the total revenue of the day distributed among the cost centers, instead of hundreds of individual entries. This reduces transfer volume and makes reconciliation easier and faster — discuss it with your accountant before requesting a detailed real-time reconciliation.

Limits that need to be adopted

• Your accountant decides the formula: The level of aggregation, chart of accounts, and description of restrictions is his decision, not the decision of the provider.
• No professional content: Numbers and cost centers are not transmitted, without client names or revealing types of services.
• Start exporting: Try periodic export for three months; If it is enough, do not build a real-time connection.
• Responsibility for follow-up: Determine who reviews conformance monthly — linking without review hides discrepancies rather than prevents them.

The next step is to document the requirements

Sit down with your accountant and write down the schedule and format of the required records. See Integrations page.