General ledger and accounting
Books your auditor will trust.
OctoMediCare is clinic accounting software with a general ledger built in. Every invoice, payment, supplier bill and payroll run posts as a balanced double-entry journal, so your accounts are kept in the same system where the patient care is recorded.
- Double-entry, with unbalanced or duplicate postings blocked
- Posting rules you can remap for each clinic
- Period close with checks and an audited reopen
- Trial balance, P&L, balance sheet and cash flow
Trial balance · September
Illustrative interface · All clinics
- Total debits
- KWD 214,870.250
- Total credits
- KWD 214,870.250
- Difference
- KWD 0.000
- Period status
- Closed
The problem
Two systems, one set of numbers, and they never agree.
When the clinic bills in one place and the accountant keeps the books in another, the gap between them becomes someone's monthly job.
-
Revenue typed in twice
Daily totals are exported from the clinic system and keyed into an accounting package by hand.
-
Edits that rewrite the past
A posted entry is changed or deleted, and last month's report no longer matches what was filed.
-
Supplier bills paid on trust
Invoices are paid without checking what was ordered and what actually arrived at the store.
-
Bank and books out of step
Statement lines are ticked off on paper, and unmatched items pile up until year-end.
How it works
From clinic activity to financial statements.
- 1
Activity posts automatically
Patient invoices, payments, pharmacy sales, supplier bills and payroll create journals through posting rules set up for each clinic.
- 2
Every journal must balance
Debits must equal credits. Unbalanced or duplicate postings are blocked. Manual journals move from draft to approved.
- 3
Bank is matched
Import the bank statement as a CSV file and match each line to the payments and receipts in the ledger.
- 4
The period is closed
Checks run before the month closes. A closed period cannot be changed, and any reopen is recorded.
What you get
Clinic accounting software with a real general ledger.
-
Chart of accounts
A hierarchy of accounts with opening balances, so you can start from your current books.
-
Reversal, not deletion
A wrong entry is reversed with a new journal. The original stays on record, with who reversed it and when.
-
Recurring journals
Set up entries that repeat every period, such as rent, instead of typing them each month.
-
Cost centres
Tag income and costs to cost centres to see what each department or service line costs to run.
-
Payables with 3-way match
Supplier bills are checked against the purchase order and goods receipt, then approved and paid in full or in part.
-
Cash and bank
Bank accounts with CSV statement import and matching, next to daily cashier closing by payment method.
Period close
Close the month once, and keep it closed.
Before a period closes, the system runs checks so open items are dealt with first. Once it is closed, entries dated in that period cannot be changed.
If a period genuinely has to be reopened, it can be, and the reopen is written to the audit log. Journals, credit notes, write-offs and payroll also require a second person's approval.
- Checks before close
- Closed periods locked against changes
- Audited reopen
- Second-person approval for journals
Close September
Illustrative interface · Pre-close checks
- None left
Draft journals
- All closed
Cashier sessions
- 3 to review
Bank lines unmatched
- Waiting
Close period
Statements and reports
The reports your accountant asks for, and the ones owners actually read.
-
Trial balance, P&L and balance sheet
Standard statements for one clinic, one branch or the whole group, from the same ledger.
-
Cash flow and budget vs actual
See where cash went and how each account is tracking against the budget you set.
-
Revenue by department, doctor and specialty
Know which doctors, departments and specialties bring in revenue, straight from posted entries.
-
Each clinic keeps its own books
In a multi-clinic setup, every clinic has its own data, brand and books, with group-level views.
Why it matters
Fewer questions at audit time.
Because every journal balances, every correction is a reversal and every closed period stays closed, the books tell the same story next year as they do today.
Any amount in the ledger can be traced back to the invoice, the payment and the patient visit it came from. Your accountant spends time reviewing, not reconstructing.
- No re-keying between billing and accounts
- A clear trail behind every entry
- Supplier payments backed by goods received
- Bank matched to the ledger during the month
Your accountant stays in charge
OctoMediCare keeps the records and enforces the controls. Accounting policies, reporting obligations and sign-off remain with your own accountants and auditors. We will map your current chart of accounts with your finance team during planning.
Frequently asked questions
Can we bring our existing chart of accounts and opening balances?
Yes. The chart of accounts supports a hierarchy and opening balances. We will review your current structure with your finance team and show how it maps across in the demo.
Can a posted journal be deleted?
No. A posted entry is corrected by reversing it with a new journal, so the original and the correction both stay on record.
How does the 3-way match work for supplier bills?
The supplier bill is compared with the purchase order and the goods received before it is approved. Bills can then be paid in parts, follow a payment schedule and appear in AP aging and supplier statements.
Is the general ledger linked to payroll?
Yes. Approved payroll runs post to the ledger as part of the monthly payroll process.
Show us your trial balance. We'll show you ours.
We will walk your finance team through a visit posting to the ledger, a supplier bill matched to its order, and a month being closed.
Call +965 5554 7992 · Developed in Kuwait. Supported locally.