A UK finance start-up came to us to deliver bookkeeping and dental management accounts under its own brand. We went from first enquiry to a signed agreement, with no minimum volume commitment and a fixed monthly fee per practice, and we are now working for the client’s first dental practice.
At a glance
| Client | A newly launching UK finance service for dental practices (anonymised) |
| Their customers | Independent UK dental practices, 1 to 5 chairs, NHS and private mix |
| Our role | White-label delivery partner for bookkeeping and monthly dental management accounts |
| Systems | Xero for the ledger, with UDA and clinician data from each practice’s management system |
| Pricing model | Fixed monthly fee per practice, with no onboarding or set-up fee |
| Turnaround | Within 10 working days of month end |
| Status | Agreement signed; now working for the client’s first dental practice |
The challenge
The founder was building a white-label finance service for dental practices and aimed to serve 55 to 65 practices over time. The service needed bookkeeping plus a monthly management pack with
dental-specific analysis, not a standard bank-feed report. The pack had to show:
- Revenue split between NHS and private work, and by service line such as restorative, hygiene, cosmetic, orthodontics and implants
- Revenue per UDA and per clinician
- Lab fees, materials and staff costs as a percentage of revenue
The first enquiry asked four practical questions: could the output carry the client’s own branding, could we build this level of detail from practice management exports, what would pricing look like at volume, and how quickly could packs be turned around. The plan was to start with a small number of practices of three or more chairs and add up to about two a month.
Our approach
We answered the four questions directly, then let the client test the service before asking for a commitment.
- Answer the capability questions in writing. We confirmed white-label delivery with no reference to us anywhere in the output, and that we work directly from practice management exports for UDA and clinician data.
- Understand the volume before pricing. We asked about the volume, complexity and software stack, then held a call to go through the plan for the first practices.
- Share an onboarding outline. It covered how we would set up the first practices on Xero, how the practice management data would flow into UDA and clinician reporting, and what we would need from the client and from each practice.
- Quote a fixed monthly fee per practice. Pricing was set by chair count, with no minimum volume commitment, so the client’s costs would grow only as practices were added.
- Prove the output before the contract. We sent a sample pack for a two-site dental group, built on illustrative data so that no client information was shared, in the exact format the client’s practices would receive.
- Confirm what is in the standard pack. When asked, we confirmed in writing that every practice would receive the full pack each month at the quoted fee, including commentary, suggested actions, balance sheet and cash flow.
What each practice receives every month
Every practice gets the same full pack, delivered under the client’s brand within 10 working days of month end:
- Bookkeeping on Xero, kept up to date
- Profit and loss, with a site comparison for multi-site groups
- Revenue split between NHS and private work, and by service line
- Production by clinician, with NHS delivery against contract, and revenue per UDA
- Lab fees, materials and staff costs as a percentage of revenue, with variance flags where a cost moves by more than 10%
- Balance sheet and cash flow
- Written commentary and suggested actions for the practice owner
Where things stand
The client has signed the agreement and we have started work for its first dental practice client. Two things stand out so far:
- Proof before commitment. A sample pack in the real format answered the client’s main doubt more quickly than any description.
- Fixed fee, no minimum. The client could add practices at its own pace without taking on a volume commitment.
Work with us
If you run or are building a finance service for dental practices and want a white-label delivery partner, get in touch with the team at Probal Global LLP. We will show you a sample pack and talk through how a first practice would be onboarded.
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