Management accounts for clinics and healthcare practices

Revenue per clinician hour and utilisation need appointment data, which a trial balance doesn't hold.

Every month: revenue, staff costs as a share of it, EBITDA and its margin, debtor days, cash and the board's runway lens. The splits by payer, clinician against support staff, and rent aren't separate figures on the board: the payer and wage ledgers sit behind revenue and staff costs, one click away, and the formulas above take them from there.

• Contractor and employed clinicians. Many practices have both; keep their costs together so the clinician ratio compares month to month.
• Prepaid treatment packages are deferred revenue until the sessions are given.
• Tax differs by line. Many health services are exempt while product sales are taxable; keep product sales on their own ledger.
• Leased and owned equipment. A lease payment is an expense; owned equipment is depreciated.
• Patient detail never goes in. Upload the trial balance, not patient lists or clinical records.

From the practice's trial balance over the six months to December 2025, in Australian dollars, worked by hand:

The debtor days are worked on the last three months, as the board works them. Contractor clinician fees are 44% of employed clinician wages, so the mix is worth reviewing when rosters are next set.

In Magic MIS, the same books loaded a month at a time give this board for December 2025:

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Harbourside Physio Pty Ltd's board for December 2025, from six months of its books. Example company; figures invented.Close

Magic MIS wrote these sections of the commentary for December 2025, word for word. The AI wrote the sentences; the engine filled every figure, and each one opens to its ledgers on the board:

Performance

For Dec 2025, revenue from operations was A$199,156.85, a change of A$(40,795.91) (-17.0%) on last month. Direct costs were A$37,802.48, a change of A$(6,925.42) (-15.5%).

Employee cost was A$103,863.30, a change of A$(7,884.29) (-7.1%). EBITDA was A$24,784.14, a change of A$(26,019.67) (-51.2%). Profit before tax and profit after tax were both A$21,050.81, each a change of A$(26,019.66) (-55.3%) on last month.

Working capital

Trade receivables were A$72,800.00, a change of A$(9,553.16) (-11.6%). Trade payables were A$28,400.00, a change of A$(3,947.45) (-12.2%). Inventories were A$9,800.00, a change of A$(1,153.86) (-10.5%).

Cash and bank was A$186,400.00, a change of A$22,620.24 (13.8%). Working capital was A$161,400.00, a change of A$24,784.14 (18.1%) on last month.

Enlarge:

The commentary for December 2025 in the product. Example company; figures invented.Close

1. Export the trial balance from Xero, MYOB, QuickBooks or your system as Excel, CSV or PDF. There is no live connection.
2. Upload it. Each ledger is placed once on a line of the report, by rules first and the AI only for what the rules can't place; check the payer streams, clinician costs and packages on the ledger map.
3. Get a checked Excel workbook with live formulas, a board you change by chatting, and the month written up.
4. Next month, upload the new trial balance: the placing is remembered, so it is a refresh, not a rebuild.

Click any figure on the board to see its working, the month and the ledgers behind it. It is prepaid credits with no subscription, and every action shows its price before it runs; see the credit packs.