Most clinics do not have a reporting problem. They have a stitching problem — the diary says one thing, the card machine says another, the accountant says a third, and somebody spends the first week of every month in a spreadsheet trying to make the three agree.
When your diary, your patient records, your quotes, your payments, your stock and your accounting live in separate systems, every report is a reconciliation. You are not reading your numbers, you are arguing with them. And the figure you finally arrive at is a snapshot that starts going stale the moment you close the spreadsheet.
Velastria reports on itself. The revenue figure is the payments that were actually taken. The utilisation figure is measured against the sessions you actually generated, net of breaks, not an assumed eight-hour day. The conversion rate is the quotes that actually became treatments. Nothing is re-keyed, nothing is imported from anywhere, and every headline number drills down to the individual records underneath it.
That is the whole idea: one system, so the reporting is a view of the truth rather than a reconstruction of it.
One page, with every area of the business down the left-hand side and a period selector across the top. Pick a month or a year and the whole page answers for that period. It is organised the way a clinic actually thinks about itself — money, patients coming in, and how well the day runs.
Financial overview, profit and loss, balance sheet, deferred income, bank accounts, month-end audit and cash flow forecast.
Acquisition, quotes, pipeline velocity, lost to follow up, and recall.
Clinical activity, retail products, patients, did-not-attends, practitioner utilisation, room efficiency and staff efficiency.
Call analytics — who is ringing you, and whether you already know them.
Not a sales summary with a total at the bottom. Velastria reports on the money the way your accountant does, from the transactions themselves.
Revenue year to date with the year-on-year movement, revenue month to date, gross margin, transaction count, outstanding balances and debtor days, plus the split across payment methods and a monthly revenue trend you can run over twelve months, the calendar year or your financial year.
Revenue, cash earned, cost of sales, gross profit and margin, overheads, net profit and margin, with trends over time and a breakdown of what is actually making up your revenue and your costs. Read it from Velastria's own figures or from Xero, whichever you trust for that period.
Your current position with a twenty-four month trend behind it and the ratios derived for you, so the direction of travel is visible rather than something you work out once a year.
The money you have taken but not yet earned, separated into treatments paid for with a date booked, treatments paid for with no date yet, and consultation deposits — including what has been sitting unbooked for more than ninety days.
Built from your pipeline, your procedure mix, committed cash and your actual capacity, with the assumptions exposed so you can run a scenario rather than accept a single projection.
Checks that every payment taken is attributed to something, reports the attribution rate against a target, and lists what is unattributed so month-end is a short list to clear rather than a hunt.
Daily money in, money out and running balance for each account or consolidated across all of them, with your overall cash position and a flag on accounts that have gone quiet.
Build an annual budget line by line across revenue, cost of sales and overheads, seeded from your own actuals, then track budget against actual through the year.
The reporting is credible because the bookkeeping underneath it is real. Velastria holds every transaction with bank reconciliation and Xero reconciliation side by side, a month-end close checklist, a year-end pack with aged patient debtors, and a bills inbox that lets you allocate supplier costs to the cases they belong to.
Day to day that means an end-of-day cash-up grouped by payment method to reconcile against your terminal, a list of exactly who part-paid and still owes you, patients on finance with the commission lost to the finance company shown honestly, supplier bills and invoices raised for insurers and referrers, gift voucher liability for your accountant, and recurring memberships collected by Direct Debit.
A month's sales invoices can be reconciled and exported as a file Xero will import directly, with any invoice whose lines do not add back flagged before you send it.
The hardest question in a clinic is not what you earned, it is whether the day was any good. These are the reports that answer it.
Booked clinical time against available clinical time, measured against the sessions you actually generated rather than an assumed working day. It tells you whether you are short of demand or short of hours — which decides whether the answer is marketing or pricing.
Revenue, procedures and turnaround time per room, with a day-of-week heatmap so you can see the sessions that are quietly costing you money.
Hours worked, utilisation, revenue per hour and procedure count for each member of the clinical team, over any period.
Not just a rate. The drivers behind it — lead time, time of day, day of week, new versus returning patients — and what happened to those patients afterwards.
Demographics, and who came and who did not, broken down by appointment type, practitioner, location and booking channel.
Volume and value by appointment type, and units and value by retail product, between any two dates you choose. Both download as a spreadsheet.
New enquiries, the conversion from enquiry to consultation, and the mix of sources bringing them in.
Conversion from consultation through to treatment, with the reasons quotes were declined recorded rather than guessed at.
How long each stage actually takes and where enquiries stall, by cohort, so a slow month can be traced to the step that caused it.
Patients seen but never returned, with the value at risk quantified and grouped by treatment, and a consent-gated tool to contact them.
Injectable treatments wear off. Recall finds patients past their expected re-treatment window who have not rebooked, with their historical value and whether you are able to contact them.
Google Ads, Analytics and Search Console together, with spend followed through to leads and booked outcomes, alongside email campaign reporting and call analytics.
Inventory metrics give you total stock value with an ABC breakdown, stock health, expiry tracking at thirty and ninety days, shrinkage as a value and a percentage, and the value currently sitting in quarantine.
The slow-moving and obsolete stock report is the one most clinics have never had: every product that has not moved, how long it has sat there, and the capital tied up in it — so the decision to discount it, return it or write it off is made on a number rather than a feeling. Underneath that sit full movement histories, stocktakes and cycle counts, purchase orders, quarantine holds and product recalls, all reportable and all exportable.
Built by a surgeon who has been inspected. These are not exports you assemble the week before — they are produced from the records as they are created.
A governance dashboard scoring you against the CQC domains, with an overall rating, so you know where you stand before anyone else tells you.
A CQC evidence pack and a full clinical governance report generated for the period you choose.
Audit summaries, training compliance, incident trends and corrective action status, each as its own report.
A training matrix, an expiry forecast for everything due to lapse, and a complete audit trail. Every one of them downloads as a spreadsheet.
Consultant appraisal logbooks, complications reports and job plans, plus BAAPS annual audit and ISAPS global survey returns, all as finished PDFs.
PHIN admitted patient care submission files, and a patient access report showing precisely who has viewed a given record — the report you need the day somebody asks.
Numbers tell you what happened. They do not tell you what to do about it. Strategic Planning reads your own month — the constraint you are actually operating under, your recall position, your profit and loss and your pipeline — and writes you a short verdict with up to three prioritised actions, each framed as an opportunity with a value range attached.
It also remembers. What you committed to last month comes back for scoring this month, so the review is a running conversation with the business rather than a fresh page every thirty days.
Alongside it you can generate a full intelligence report on your finances with risks, opportunities and three, six and twelve-month projections; a profitability deep-dive; and a drop-off analysis showing where enquiries stall and which of them are still recoverable. Everything generated is saved to a library you can go back through.
All of it runs only when you ask for it. Nothing generates on a schedule, and nothing is billed unless you click.
Every reporting suite eventually runs out. The question you need answering at four o'clock on a Friday is never the one somebody built a page for.
So you can simply ask. Type the question in plain English — which patients have not been seen in six months, how many consultations converted last quarter, what did we take by treatment type in August — and Velastria builds the query, runs it against your own data and gives you the answer as a table you can download.
Questions worth keeping can be saved and re-run whenever you want, so a one-off answer becomes a report you own without anybody having to build it.
Most management meetings run off the same handful of figures every month, and somebody spends half a day rebuilding the pack. In Velastria you assemble that pack once — pick the blocks you actually discuss from anywhere in the reporting, in the order you discuss them — and it rebuilds itself with current numbers every month after that.
Your data is yours, and reporting that traps it is not reporting. Treatment and retail reports, bank account activity, appointment searches, stock movements and every workforce compliance report download as spreadsheets. Your budget exports in a format Xero imports directly, as do your monthly management accounts. Theatre lists come out as Excel or PDF. Appraisal, complications, BAAPS and ISAPS returns come out as finished PDFs, and PHIN submissions as the file PHIN expects. Anything you ask for in plain English downloads as a spreadsheet too.
The analytics themselves are on every plan, from Solo upwards — Analytics Central with all of its domains, the strategic monthly review, and plain-English questions. Reporting is not the thing we hold back.
What the higher plans add is the machinery underneath it. Pro brings the finance back office — bookkeeping, bank reconciliation, the Xero connection, management accounts and budgeting. Business adds stock reporting, the quality management reporting, and the CRM and communications reporting. Enterprise adds marketing and campaign analytics and theatre reporting.
Every AI feature, including the monthly strategic review and the plain-English questions, is available on every plan and billed only when you use it. Full detail is on the pricing page.
From your own records inside Velastria — the appointments in your diary, the quotes you raised, the payments you took, the stock you used and, if you connect it, Xero. Nothing is re-keyed or imported from a separate reporting tool, and every headline figure drills down to the records underneath it.
Yes. Analytics Central has a period selector that applies across the whole page, and the treatment and retail product reports take any two dates you choose. The financial trends can be run over twelve months, the calendar year or your financial year.
Yes. Both, with trends behind them, plus deferred income, a cash flow forecast, bank account activity and a month-end audit that checks every payment is attributed. You can read the profit and loss from Velastria's own figures or from Xero.
Yes. You can ask a question in plain English and Velastria will build and run the query against your own data, then give you the answer as a table you can download. Questions worth keeping can be saved and re-run.
Many of them, in the format that suits what you are doing. Treatment, retail, bank, appointment, stock and workforce compliance reports download as spreadsheets. Budgets and monthly management accounts export in a form Xero imports directly. Appraisal, complications, BAAPS and ISAPS returns are produced as PDFs, and theatre lists as Excel or PDF.
Yes. Transactions sync to Xero, there is a reconciliation view and a month-end close checklist, a year-end pack with aged patient debtors, and a bills inbox for allocating supplier costs to cases. Budgets and management accounts export in Xero's own import format.
Financial reporting is restricted to the roles you would expect — owners, practice managers and anyone you give a finance role to. Reception and patient coordinator accounts are deliberately excluded, so the diary and the money are separate permissions.
Included. Reporting is part of the plan rather than a module you buy separately, and there is no per-report or per-user reporting charge. The AI-generated strategic review and the plain-English questions are billed per use, and only when you run them.
Most clinics already know the question they cannot currently answer. Describe it to someone who has run a clinic and needed the same number. Enquiries go directly to the founder.