Dhillon Accountants Limited, an established UK-based firm providing tax, payroll, and accounting services across various sectors, partnered with Mind & Matter to improve the data management and clients analytics capability. The objective was to transition from a manual analytics process to an automated system for efficiently benchmarking data, reporting and drawing insights in a few clicks.
Dhillon Accountants, bulk of the clients are pharmacies with multiple branches. And thus facing the challenge of managing data for benchmarking decisions. While each pharmacy had multiple branches, the team was facing issues with tracking, categorising data as per expense heads and generating branch-wise performance reports. The lack of automation hindered their ability to generate quick insights like month-wise reports and graphs, slowing down decision-making.
Manual Data Comparison: Comparing excel based data from multiple stores was done manually, leading to significant delays and increasing the chance of errors. The process of ensuring the accuracy of data across all branches became a time-consuming task.
Tracking Expenses and Reimbursements: With the manual process, benchmarking, comparing data, collating data from multiple branches and deriving the results was challenging for the team.
Expense Categorisation: Without an automated system for categorising expenses, calculating gross profit and branch-wise revenue was complex and prone to errors, requiring manual adjustments that consumed valuable time.
Time-Consuming Reporting: The lack of automation in generating month-wise, product-wise, category-wise reports hindered quick insights and timely decision-making.
PPA and Drug Management: Manual oversight of PPA (Personal Protective Equipment) usage and drug quantities across stores made it challenging to maintain accurate records and optimise inventory management.
Pharmacy Comparison Constraints: Comparing data for more than 20 pharmacies at a time was not feasible, requiring cherry-picking, which added inefficiency to multi-branch analysis.
These challenges made it difficult for AP Dhillon to effectively benchmark data, monitor branch wise performance, assess trends and make informed decisions quickly.
The solution built for AP Dhillon includes improving efficiency, accuracy, and decision-making from data of multiple pharmacy branches. A one-click month-wise calculation removed the manual effort of comparing multiple excel data and running excel formulas, the expense data categorisation and report generation simplified calculations, reimbursement tracking and optimising PPA and drug management thus bringing visibility in the inventory and control over operations.
One-Click Calculation: The system automates month-wise calculations, removes manual Excel-based entries, and visualises the data through charts and graphs for easy analysis.
Expense and Reimbursement Tracking: Centralised tracking ensures accurate monitoring of branch-wise expenses and NHS reimbursements, improving financial transparencies like gross profit, expenses etc.
PPA and Inventory Management: Efficient tracking of PPA usage and drug inventory optimises stock levels and ensures accurate records across all stores. Thus increasing the control over operations.
Customisable Data Views: Users can apply filters and view data by specific date ranges, expand charts and compare multiple branch performance. Also for change in the product categories, auto updating such data and customised access of viewing the data.
User Permissions: Custom user roles can be created with defined viewing permissions for clients and branches, enabling efficient access control.
Excel Integration: MedApp supports Excel uploads, allowing clients and branches to be created directly within the system, eliminating the need for manual entry.
Category-wise Search: The system allows for efficient category-wise searches, removing the reliance on colour-coding in Excel and ensuring proper mapping of expenses.
Incremental Data Upload: Users can upload only incremental data to the system, ensuring smooth transitions and maintaining historical data accuracy.
Flexible Data Representation: Data can be viewed in multiple formats including item-wise, monthly, branch-specific, or expense-head-wise, providing detailed insights tailored to the user’s needs.
Pharmacy Comparison Optimization: Overcomes constraints on comparing multiple pharmacies by introducing bulk data uploads and simultaneous analysis across all branches, enabling efficient benchmarking.
Outcomes:
Enhanced Data Accuracy: The automation of month-wise calculations and expense tracking significantly reduced errors, ensuring more reliable financial data.
Faster Reporting: One-click generation of reports and charts led to quicker insights, reducing delays in decision-making.
Resource Efficiency: Faster and automated collation of reports reduced resource time by over 60-70%.
Improved Financial Monitoring: Centralised tracking for expenses and reimbursements enabled precise and real-time visibility into financial performance across multiple branches.
Optimised Inventory Control: Efficient PPA and drug management led to better inventory oversight and reduced stock discrepancies.
Seamless Data Integration: Automated Excel imports and incremental data uploads ensured smooth transitions without data loss.
Custom Access Control: Role-based user permissions allowed for better management of information access, enhancing security and efficiency.
Technology stack:
Conclusion:
In conclusion, Mind & Matter’s automation solutions significantly transformed Dhillon Accountants’ and their clients’ data analytics and management processes. By reducing manual efforts, enhancing accuracy, and providing quicker access to insights, the firm gained better control over data and improved decision-making. The tailored system not only optimised tracking but also facilitated smoother data integration and reporting. This collaboration has enabled AP Dhillon to operate more efficiently, ensuring that the firm can better serve its clients.
Mind and Matter: Your partner for all Data Analytics Solutions
