Appointments in a paper diary, expenses piling up in a box until the quarter closed and the accountant asking for supplier invoices nobody could find.
Online appointments connected to invoicing, expenses digitised with AI on the spot and direct accounting export for the accountant.
The problem: the shoebox and the December close
Clínica Dental Atlántico treats more than 2,000 patients in Vigo with a team of 9. The clinical side worked well; the administrative side, not so much: appointments were written in a paper diary, every supplier invoice ended up in a box and the head of administration spent the last weeks of each quarter reconstructing expenses for the accountant.
The result was always the same: supplier invoices lost, VAT not deducted and a tense relationship with the accountant, who asked for paperwork nobody could find. "Every close was an archaeology of receipts. And the worst part was knowing we were losing deductions along the way", explains Jorge, head of administration.
The rollout: every piece of paper digitised the moment it appears
The clinic switched on Fustibus in two weeks. The key change was the AI-read expenses module: every supplier invoice is forwarded by email or photographed on arrival, and the AI extracts supplier, net amount, VAT and due date. The expense is recorded, with its document attached, on the spot.
Appointments moved to the online diary, connected to invoicing: when the visit is closed, the invoice or the treatment receipt goes out on its own, VeriFactu compliant and with the payment plan if the treatment is paid in instalments.
For the accountant, the direct accounting export was set up: every quarter they download the data in their own format, without asking the clinic for a single sheet of paper.
Results: closes without a marathon and 15 hours a month recovered
The first quarterly close with Fustibus was prepared in one morning: all expenses were digitised, VAT was balanced and the accountant downloaded what they needed. Jorge got back around 15 hours a month that used to go into sorting papers and answering emails from the accountant.
"The real change is mental: there is no longer a pile of paper waiting for you. Everything is recorded as it happens, and the close is a formality, not a punishment", Jorge sums up.