How a Wellness Clinic Tamed Its Financial Chaos

Case Study Highlights

• Client: A fast-growing, Canadian wellness clinic.
• Challenge: Manual payroll, constant errors, and no data to guide strategic decisions.
• Key Result: Uncovered a 30-point gap in a key growth metric and saved 20+ hours/month in admin time.

A multi-service wellness clinic was growing fast. So was their complexity.

This wasn't just about growth; it was about smart growth. The clinic had secured a government innovation grant, raising the stakes to build a system that was not only efficient but delivered measurable ROI for it and other clinics in the program.

The Operational Hurdle

Their finances were broken. Spreadsheets were the source of truth, and the truth was messy.

• Payroll was a nightmare. Consolidating sales from multiple platforms and calculating unique commissions took hours of manual work, every single pay period.
• Constant, costly errors. Practitioners were frequently over or underpaid, forcing painful corrections and eroding trust.
• Critical business assumptions were based on guesswork. Leadership believed a key growth metric was 90%, with no data to prove or disprove it.

"We were drowning in spreadsheets. I spent more time fixing errors than analyzing our business, and our accounting software just couldn't give us the detailed P&L view we desperately needed."

— Ms Lebel, Administration

Crafting the Solution

We don't build bigger spreadsheets. We build systems that provide clarity. The plan was simple:

• First, we built one source of truth. We used Airtable as a central hub and connected all their sales platforms—Square, BigCommerce, Fullscript—using Make.com and N8n. Every dollar now flows into one place.
• Then, we automated the math. We built a payroll engine that handles all the complex commission and deduction rules automatically. No more calculators.
• Finally, we delivered the insight QBO couldn't. We didn't just patch a problem; we built a scalable asset. The system was architected from the ground up to be so robust it could be replicated, mapping every transaction to the precise service line headings their CXO needed for a custom P&L dashboard.

Measurable Impact

The new system didn't just streamline a process. It revealed the truth and validated their investment.

• Uncovered a Critical Flaw in the Growth Funnel. The dashboard immediately revealed their most important conversion metric was not 90% as assumed, but actually 60%. This single insight triggered a fundamental overhaul of their sales process and marketing strategy.
• 20+ Hours Saved. Every Month. The finance team now focuses on strategy, not data entry.
• 90% Fewer Payroll Errors. Trust was restored. Practitioners could see exactly how they were paid, down to the transaction.
• Provided Verifiable ROI for Government Grant Reporting. The new system delivered the clear, data-backed metrics needed to successfully report on the project's progress to the Alberta Innovates grant agency, securing their funding and proving the value of the investment.

"This system gave us a level of clarity we never thought possible. Finding out our real conversion rate was a shock, but it was the truth we needed to hear. It's the foundation for how we grow the business now."

— Dan, Management

Key Takeaway for Your Business

True operational systems aren't just fixes; they are scalable assets. This project created a solution so robust, it became a commercialization-ready solution, proving that solving your own problems correctly can create new opportunities.

Think your process is broken?

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