Invoicing, payments and getting your books in order

Take the money at the right moment

The best time to take payment is when the patient is motivated: at booking, or as they stand up from the couch. We connect Stripe or SumUp to your practice software so card details can be stored securely, deposits taken for first appointments, and packages or block bookings paid up front.

For ongoing rehab or Pilates memberships, GoCardless direct debit costs a fraction of card fees and fails far less often.

Insurer billing without the evening admin

Bupa, AXA, Aviva, WPA, Vitality, plus medico-legal and occupational health work. Each has its own portal, its own codes, its own remittance format, and its own way of quietly rejecting a claim.

We set up templates and a tracking sheet so you can see at a glance what is submitted, what is paid, what is queried and what is now overdue enough to chase. Most clinics discover several hundred pounds sitting unclaimed the first time they look properly.

Books that are ready for year end

Xero, FreeAgent or QuickBooks connected to your business bank account, with rules that categorise the recurring stuff automatically and receipt capture from your phone.

We also handle the bits sole traders and small limited companies get wrong: VAT position on healthcare services, which is more nuanced than most clinicians assume, mileage and home office claims, equipment as capital allowances, and whether your current structure still suits your turnover.

A note on scope

We are not accountants, and we do not give tax advice. What we do is get your systems clean, your records complete and your reporting readable, then introduce you to accountants who work with clinics and know the sector. You keep the relationship directly with them. We take no referral fee.