Overview
Coastal Dental Care is a leading dental group with a rapidly growing footprint. With 28 Xero entities and complex operational data across multiple locations, the group required a sophisticated reporting architecture to provide stakeholders with both consolidated group views and segregated practice-level insights. Report Simple partnered with Coastal Dental Care to move them away from manual, error-prone data collection to a modern data stack involving Power BI, BigQuery, and Stitch, enabling automated financial and operational reporting.
Challenge
Before collaborating with Report Simple, Coastal Dental Care faced a significant administrative burden. Every month, the accounting team spent 2 to 3 full days manually extracting and transforming financial data from 28 separate Xero entities using DataDear. This process was not only time-consuming but also lacked the agility needed for real-time decision-making.
The key challenges included:
Data Silos: Financial data lived in Xero, while budgets and forecasts were kept in disparate SharePoint files.
Manual Consolidation: No automated way to view the group's performance as a whole or compare practices against a custom chart of accounts.
Security Risks: Distributing reports to practice managers required manual filtering to ensure they only saw data relevant to their specific locations.
Operational Gaps: Dental for Windows (D4W) data was disconnected from financial performance, making it difficult to track daily and weekly revenue trends alongside costs.
Solution
Report Simple implemented a robust, automated data pipeline and a suite of Power BI reports designed to scale with the group’s growth.
Automated Data Integration: We established a "Source of Truth" by integrating 28 Xero entities into a BigQuery data warehouse using StitchData. This eliminated manual downloads and provided a foundation for historical data analysis.
Unified Financial Modeling: We incorporated a custom chart of accounts table and integrated SharePoint-based budget and forecast files directly into the model. This allowed for seamless P&L vs. Budget and P&L Forecast reporting.
Dental for Windows Integration: To bridge the gap between clinical operations and finance, we developed a process to ingest manual D4W exports via SharePoint, enabling daily and weekly revenue tracking.
Advanced Security (RLS): We implemented Row-Level Security (RLS), allowing the group to maintain a single report file while ensuring users only accessed data for the practices they manage.
Operational Logic: Leveraging Power Query and Dataflows, we built complex logic to transform D4W data into actionable insights. This enables management to track key customer trends - including age, gender, location, and treatment types - while providing a clear breakdown of payments across Health Funds and patient contributions. Additionally, the solution monitors provider performance through metrics such as patient volume and revenue by treatment type, giving the group a comprehensive view of clinical and operational trends.
Result
The partnership has fundamentally changed how Coastal Dental Care interacts with its data. By automating the extraction and transformation layers, the group has achieved:
Time Savings: Reduced the monthly reporting cycle from 3 days of manual labor to a near-instant, automated refresh.
Granular Visibility: Stakeholders can now toggle between a group-wide consolidated view and individual practice performance with a single click.
Financial Accuracy: Automated Trial Balances, Balance Sheets, and P&L reports ensure that the numbers always tie back, removing the risk of manual Excel errors.
Informed Growth: With real-time revenue reports and budget tracking, the leadership team can identify high-performing practices and areas for improvement instantly.
Conclusion
By modernising their data infrastructure, Coastal Dental Care has moved from "data collection" to "data analysis." The scalable platform built by Report Simple not only handles their current 28 entities but is designed to accommodate future acquisitions effortlessly. This digital transformation ensures that as the group grows, their reporting capabilities grow with them, maintaining high standards of clinical and financial excellence.
Looking to streamline your multi-entity reporting? Contact Report Simple today to see how we can automate your insights.
Report Simple has completely transformed our month-end process. What used to take our finance team days of manual work is now automated and accessible at the click of a button. The ability to see real-time performance across all 28 practices, with secure access for our managers, has given us a level of clarity we didn't think was possible. Their expertise in Power BI and data architecture has been a game-changer for our group’s growth.
Ken Masuda | Finance Manager