We are a state-of-the-art medical care center (dentistry) and are looking for financial accounting software that enables monthly reporting of accurate financial figures.
We have the following requirements for the software:
- Financial data
- Periodically accrued key financials such as sales and EBITDA can be displayed at any time
- Preparation of interim balance sheets and cash flow statements for monthly reporting
- Asset accounting that enables monthly calculation of depreciation and amortization
- No more significant changes in a “reported period”
- Digital document entry
- Incoming invoices are digitally recorded, assigned to accounts, approved, posted, paid, and archived (as a digital document attached to the accounting record)
- Automatic document recognition
- Workflow for multi-stage approval process (if possible)
- Split postings: a document can contain different services that are posted to separate expense accounts
- Bank account connection
- Connection to house banks via common interfaces
- Account data can be imported at any time via API (no manual import of csv data)
- Tax aspects
- Preparation and submission of monthly VAT returns to the tax office via interface (ELSTER) possible
- Option of tax treatment as a fiscal unity (VAT, corporation tax, trade tax)
- Payroll
- Import of electronic accounting documents with payroll data from external payroll providers (gross payroll accounting)
- Controlling
- Storage of monthly budget figures
- Display of actual vs. budget deviations at different time levels (monthly/annual/YTD)
- Operational data such as the number of employees (in different categories such as “medical staff” or “administration”), the number of patients, or the number of treatments can be defined and stored on a monthly basis
- Financial and operational data can be linked, e.g., revenue per dentist
- Normalizations can be made, e.g., classification of costs as one-time costs
- Scalability of the software
- The software is multi-user capable, i.e., any number of users can be created and assigned individual rights (e.g., accountant, controller, management).
- The software is multi-client capable, i.e., multiple companies (= locations) can be created.
- Web-based financial accounting software (?)
- Consolidation of figures for reporting
- Locations can be consolidated at the touch of a button
- Central functions (management, assistance, finance) can be integrated into the group's figures
- Interfaces (!!!)
- Data import from practice management system (SQL database) possible:
- Performance data (turnover)
- Open items
- Cash book
- Implementation and personalization of interfaces
- Personalized CSV data import possible (as a workaround until automation via API)
- Technical aspects
- Type of database (SQL, Oracle, etc.)
- Where is the data stored ("principles for the proper management and storage of books, records, and documents in electronic form")? -> Cloud vs. “on-premises” solutions
- User-friendliness of the software
- Implementation and costs
- Duration of implementation in man-days (external/internal resources)
- One-time implementation costs (external/internal)
- Running costs (per license/user)
- Future costs (one-time and ongoing) per new practice that is connected
- Migration of existing data (e.g., importing annual financial statements)
The points “scalability of the software solution” and “interfaces” (especially to the existing practice management system) are very important to us.
A total of 10-15 software workstations are currently planned at four locations.