Project 1 · Clinic staff system
Record each transaction once. Keep a clear history of who did what.
BrightSmile is a phone-friendly system for recording clinic expenses and other money movements. It keeps who entered the record, when the transaction happened, when it was entered and how it appears in reports and daily money checks.
- Know who did what
- Check the numbers
- Keep clear records
The problem
When records are scattered, it becomes hard to check what happened.
Clinic transactions can be spread across receipts, chat messages, notebooks, forms and spreadsheets. The owner may struggle to connect a transaction with the person who recorded it and the report where it appears.
- Unclear responsibility. Who entered the record, when did they enter it and where is the receipt?
- No daily money check. Does the amount in the records match what was actually counted?
- Hard to review. The owner spends time rebuilding the story instead of checking one clear record.
The solution
One entry point. One record. One trail.
Staff record the transaction once. The system saves it, records who entered it, includes it in the reports and uses it in the daily check against counted cash.
- Staff entry
- Supporting record
- Transaction history
- User activity history
- Financial reporting
- Daily money check
Walkthrough
4:03
See one expense from entry to report.
Follow one made-up ₱3,250 clinic expense from staff entry to the saved record, user activity history, financial report and daily checks.
- Runtime4 minutes 3 seconds
- DataMade up throughout: a fictional clinic and a generated receipt
- PlaybackPress play to load; the page itself stays light
Staff entry
A clear form helps staff create a record that can be checked later.
The form asks for the details the clinic needs and avoids unnecessary fields.
- Required money details. The form checks the date, category, amount and payment method before it accepts the record.
- The transaction date can be changed. It records when the money moved, not simply when the form was opened.
- The payment method is recorded immediately. Cash, GCash and other payment methods stay separate in later reports.
- Notes and several items can stay together. One supply run can remain one entry instead of becoming several disconnected records.
- Receipt support. A supporting receipt can be attached directly to the transaction record.
Transaction record
The record keeps what happened and who recorded it.
The same record keeps both when the staff member submitted the form and when the transaction itself happened.
- Staff entry. Entered on 08/12/2026 by [email protected]: 1 item, ₱3,250.00.
- Transaction. DENTAL SUPPLIES · 07/31/2026 · GCash · Composite refill · ₱3,250.00.
- Supporting receipt stays attached to the record and is viewable from it.
- Corrections are clear actions. Staff can edit, replace the receipt or remove a record, while the system keeps a history of changes.
- Records are easy to find by searching or filtering by date, category and payment method.
User activity history
See who did what, when and for how much.
The three screenshots show different parts of the same table, not three separate records. Follow the last row, 08/12/2026 15:48:01, from left to right.
Tap any capture to read it at full size.
08/12/2026 15:48:01 · mia.santos · CREATE · App_Submissions · ₱3250: DENTAL SUPPLIES
The system writes this row automatically so the full action stays together.
Financial reporting
Reports come from the records staff already entered.
The same transaction records feed the reports, so staff do not have to enter the information again.
- Income stays separated by source. Clinic sales, other income, HMO and X-ray each have their own line before they are added into total sales.
- Expenses stay separated by payment method. Cash and GCash remain easy to check on their own.
- X-ray is tracked separately on both the revenue and the expense side.
- Why this matters. Cash is counted in the clinic, while digital money sits in an account. Keeping them separate makes both easier to check.
Checking the numbers
A record that is never checked is only a claim.
Each day compares the amount in the records with what was actually counted. The system then marks the day BALANCED or VARIANCE so the clinic knows which day to check.
These two captures are from different months and are unrelated to the ₱3,250 example below. They show how the daily check works. A difference stays visible with its date instead of disappearing inside the monthly total.
Worked example
Follow one made-up ₱3,250 expense from start to finish.
The same transaction shown in the screenshots above and in the walkthrough. It is made-up demo data. The supplier, account and receipt were created for demonstration.
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Entered on a phone
The transaction date is set back to the day the money moved, the item is filled in, and a receipt is attached.
Date Jul 31, 2026
Category DENTAL SUPPLIES
Amount ₱3,250.00
Mode GCash
Notes Composite refill
Receipt attached -
Becomes a record
It appears in Expense Records under a submission stamped 08/12/2026 to mia.santos, while the line item keeps its own transaction date of 07/31/2026.
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Adds a row to the activity history
08/12/2026 15:48:01 · mia.santos · CREATE · App_Submissions · ₱3250: DENTAL SUPPLIES
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Appears in the financial report
The amount appears in the July 2026 expense records as a GCash expense dated 07/31/2026 and flows into the GCash side of the cashflow summary.
Two dates, on purpose
- Transaction date
- July 31, 2026When the financial event happened
- Entered at
- August 12, 2026 · 15:48:01When a named user recorded it
The system keeps and shows both dates. The transaction date is used for the financial records. The entry time shows when a named user recorded it.
Collapse them into one field and a record written twelve days later looks identical to one written the same afternoon. Keeping both makes a late entry easy to find instead of hiding it.
What the system helps with
Clearer records, easier checks and less repeated work.
These are features shown in the demo. They are not claims about client results, performance or return on investment.
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Know who did what
Every recorded action keeps the user and time.
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Check the money each day
The amount in the records can be compared with what was counted.
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Cash and digital money stay distinguishable
Cash and GCash remain separate in the reports.
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Evidence stays with the record
Supporting receipts can remain attached to the transaction.
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Late entries remain easy to find
The transaction date and entry time are kept separately.
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Separate staff and owner access
Staff entry and owner review are kept separate.
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Less repeated data entry
The records staff create also feed the reports.
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One place to investigate
Records, user activity, reports and daily money checks stay connected.
How it works safely
Simple for staff, protected behind the scenes.
Staff use a phone app. Before anything changes a financial record, the system checks the request and then saves it in records the owner can review.
- Phone app
- Protected connection
- Automatic checks
- Saved financial records
- Owner reports
- Separate access: staff entry and owner review are kept apart.
- User activity history: recorded actions keep the user, time and details.
- Receipts stay connected: supporting images remain with their records.
- Protection against double entries: the same submission is not saved twice.
- Records stay usable: the clinic can read and export them without opening the app.
- Reports and daily checks: both use the same records staff create.
The system uses Google Apps Script and Google Sheets. The app reaches the records through a protected connection. Detailed security settings are not published here.
Portfolio disclosure
Fictional data. Real workflow structure. BrightSmile Dental Center and every public name, amount, supplier, receipt and record on this page are fictional. This protects real clinic information.
The workflow structure, record checks, app logic and reporting structure are based on actual dental clinic operations and real workflow needs. This is a working portfolio version of structures proven around real clinic work, not a randomly invented mockup.
No client results, performance figures or return-on-investment figures are claimed. This page shows the system and how it works.
FREE Clinic Workflow Check
Find what is causing repeated work in one clinic process.
The free check includes a first conversation, a review of one workflow, the current flow, the main bottlenecks and a simpler recommended high-level flow. Building and implementing the actual system is a separate paid project.