LabCare: Multi-Branch Billing & Management Platform

The Challenge

Our client runs a multi-branch diagnostics network across Delhi NCR. When they came to us, their billing was being managed across three different spreadsheets — one per branch — with a fourth master sheet that someone had to manually update at the end of each day by copying data from the other three. Patient records were stored separately in a basic accounting tool that didn't connect to billing at all.

The practical result was that billing errors were common, tracking outstanding payments across branches was painful, and generating any kind of report for head office meant a manager spending most of a morning pulling data together manually. They'd looked at off-the-shelf lab management software but found that none of it matched the way their workflow actually operated — particularly the way they handled inter-branch sample routing and payment splits between referring doctors and the lab.

What they needed wasn't a generic product they'd have to reshape their operations around. They needed something built around how they already worked, with room to grow as they added more branches.

Our Solution

We started with a two-week discovery phase — talking through day-to-day workflows with the front desk staff, managers, and the head office team separately. This was the most valuable part of the project. We learned that the billing workflow had nuances that weren't in any brief: a test order could be raised at one branch, processed at another, and billed at a third — and the current spreadsheet system had no way to track this cleanly.

The platform we built is a web-based system accessible from any branch on any device. Each branch has its own login and dashboard showing that branch's daily tests, billing status, pending payments, and sample routing. The head office has a consolidated view across all branches with drill-down by branch, date range, test type, or referring doctor.

Billing is tied directly to test orders — when a test is completed, the invoice generates automatically with the correct GST breakdown, patient details, and payment status. Payment collection is logged at the point of collection, and the daily reconciliation that used to take an hour now takes under ten minutes.

We also built a referring doctor module — tracking which tests were referred by which doctor, calculating their commission accurately, and generating monthly statements automatically. This had been entirely manual before and was a persistent source of errors and relationship friction.

The system runs on a secure cloud server with daily backups and role-based access — front desk staff can only see and edit their branch's current day, while managers have access to historical data and reports for their branch, and head office has full visibility across everything.

Results

Technology Used