Dental Clinic Expense Tracker
Hassan Qureshi
Verified
Two years of clinic bills. One clear view of what is owed.
A clinic in Cyprus now tracks every supplier invoice, part payment and overdue bill in one custom app, built in about 7 days.
Key numbers
€577k Two years of spending in one dashboard
One step To pay several invoices with one payment
7 days From design to live app
Client
A clinic by Dr Neo in Cyprus. One administrator runs the money side. They pay around 140 suppliers and payees: dental labs, staff wages, tax and social insurance, insurers, utilities, marketing and software. Payments go out from 9 different bank accounts, cards and cash.
Problem
The clinic had two years of bills in a spreadsheet 1,210 invoices and 1,188 payments since October 2024. The business had outgrown it.
It was hard to see what was still owed. Many invoices are paid in parts, and 32 needed more than one payment. Working out the true balance per supplier took manual sums.
Most bills have no due date. 49 of the 52 unpaid invoices had none, so nothing flagged a bill that had been sitting too long.
Money left from 9 places. Several bank accounts, cheques, cards and cash. Seeing cash-out by account meant pulling numbers together by hand.
Ability to track multiple payment methods.
What we built
We understood the problem, then picked the platform that fits. We built a custom app with one secure login that works on a phone and on a computer. Every past invoice and payment was moved across and checked.
Live dashboard. Pick any period. See total spent, paid, unpaid, due soon and overdue. Bills due in the next few days sit at the top with a one-tap "Record payment".
Unpaid, grouped by supplier. One line per supplier shows what is owed, how many invoices are open and the oldest one. Tap to see the invoices behind it.
Pay all in one go. Type one amount and the app splits it over that supplier's invoices, oldest first. It shows the split before you save.
Part payments and credit notes. Each invoice keeps its own payments, so the remaining balance is always right.
Reports in one click. Monthly summaries and filtered lists by category, supplier or account. Export as PDF or Excel.
Safe clean-up. Old suppliers and categories are archived, not deleted, so past totals never change.
Before: Bills and payments sat in a spreadsheet, and the clinic had to add things up by hand to know who was still owed money.
After: The administrator opens one dashboard and sees what is due, what is overdue and what each supplier is owed. Then they pay it in a few taps.
Advanced reporting in one click. Export as PDF or Excel.
Results
The app does the balance maths. Remaining amounts, part payments and overdue days are worked out for them, not by hand.
Paying a supplier takes one step. One payment now covers several invoices at once, instead of one entry per invoice.
€577,104 of spending in one place. Two years of history, from October 2024 to today, filterable in seconds.
All records moved across, none lost. 1,210 invoices, 1,188 payments and 140 suppliers. Every amount and date matches the old records.
Timeline & scope
About 7 days. Delivered: dashboard, expense lists (all, unpaid, paid, due soon), supplier and category pages with totals, payment accounts, Pay all, part payments and credit notes, reports with PDF and Excel export, secure login, data import from the spreadsheet, and phone and desktop layouts.
In their words
"The definition of a professional. I will work with him for a very long time, because he is one of those guys who will work with you until the order is perfectly done." — Dr Neo
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Posted Nov 4, 2026
Custom app for a dental clinic: what's owed per supplier, overdue bills and one-step payments, with 2 years of spending in view. Live in 7 days.
