Hospital Supplier & Expense Software,
Total Fiscal Discipline Across All Departments.
Gain complete control over hospital operating expenditures, vendor credit terms, petty cash floats, multi-bank reconciliations, and audit-ready tax vouchers.
Enterprise Expense Accounting & Supplier Ledgers
Designed to stop unaccounted cash leakages, streamline vendor disbursements, and provide hospital CFOs with real-time budget tracking.
Supplier Master Directory & Payables
Store verified vendor profiles with GSTIN, PAN, bank IFSC details, credit terms, and purchase order payment histories.
- ✓ Vendor ledger statements & pending bills
- ✓ 30/60/90-day payables aging report
- ✓ Automated payment due reminders
Hierarchical Expense Categories & Budgets
Classify expenditures cleanly into main heads (e.g. Biomedical Gases, Maintenance, Electricity) and sub-heads with department budget caps.
- ✓ Multi-level main & sub-category trees
- ✓ Departmental budget limits & overrun alerts
- ✓ Recurring utility & rent expense schedulers
Digital Petty Cash & Daily Vouchers
Manage front-desk and housekeeping cash floats with digital payment vouchers, receipt image uploads, and dual manager approvals.
- ✓ Instant digital voucher numbering
- ✓ Receipt photo upload via mobile/desktop
- ✓ Shift-end petty cash drawer balancing
Multi-Bank Account Reconciliations
Maintain distinct ledgers for operating, trust, and emergency bank accounts. Auto-reconcile deposits, NEFT transfers, and cheque issues.
- ✓ Multi-bank account cash-flow dashboards
- ✓ Cheque clearing & bounce registers
- ✓ Bank statement vs ERP auto-matcher
Credit Card & Swipe Machine Settlement
Audit merchant discount rates (MDR), track batch settlement slips from swipe machines, and ensure zero uncredited card transactions.
- ✓ Terminal TID-wise daily batch settlement
- ✓ Automated bank MDR fee deduction logging
- ✓ Dispute & chargeback handling ledger
Audit-Ready GSTR-2B & Expense MIS
Export chartered accountant-ready purchase registers, calculate input tax credit (ITC) eligibility, and view department P&L summaries.
- ✓ GSTR-2B purchase reconciliation export
- ✓ TDS deduction certificates (Form 16A)
- ✓ Department cost center profitability reports
All 16 Supplier & Expense Sub-Modules
Every operational step from vendor onboarding and expense vouchers to balance sheet audit registers.
Supplier Master Registry
Centralized vendor database with contact persons, GSTIN & bank details.
Expense Entry Portal
Digital expense voucher recording with category, payee & tax breakdown.
Expense Main Categories
Define primary heads of accounts for structured balance sheet reporting.
Expense Sub Categories
Granular operational cost classification within each main category.
Bank Account Master
Configure multiple hospital savings, current, and overdraft bank accounts.
Credit Card & POS Master
Manage card swipe machines, terminal IDs, and merchant fee rules.
Petty Cash Float Register
Monitor cash withdrawals, disbursements, and daily physical drawer counts.
Supplier Payment Vouchers
Issue official payment vouchers against verified purchase invoices.
Supplier Payables Aging
Analyze vendor outstanding dues by 30, 60, and 90-day time brackets.
Cheque Clearance Register
Track post-dated cheques, clearance status, and bank acknowledgments.
Bank Reconciliation Tool
Reconcile hospital bank statements with internal accounting ledger books.
Receipt Attachment Upload
Attach digital copies of bills, tax invoices, and payment receipts to vouchers.
TDS Deduction Register
Calculate and deduct TDS on contractor bills, doctor fees, and rent.
Department Cost Centers
Allocate hospital overheads across specific departments and wings.
Recurring Expense Scheduler
Automate monthly recurring payments for rent, AMCs, and software licenses.
Expense MIS & P&L Reports
Export comprehensive expenditure summaries and auditor spreadsheets.
4-Step Expense Approval & Disbursement Flow
Standardized financial protocol guaranteeing every rupee spent is authorized and documented.
Bill / Voucher Submission
Department supervisor submits bill or voucher request with attached scanned bill and cost head classification.
Budget Verification
H-ERP automatically checks departmental budget limits and verifies vendor rate contract pricing.
Management Sign-Off
Finance manager or medical superintendent approves the payment voucher based on role permissions.
Disbursement & Ledger Sync
Payment released via NEFT, Cheque or Cash; voucher auto-updates the vendor ledger and bank reconciliation register.
Hospital Overhead & Payables Monitor
Real-time tracking of operating expenditures, supplier invoices due, and petty cash balances.
| Voucher No. | Payee / Vendor Name | Expense Category | Date & Time | Amount | Payment Mode | Approval Status |
|---|---|---|---|---|---|---|
| VOUCH-2026-4421 | Praxair Medical Gases India | Biomedical Liquid Oxygen | 26 Oct 2026, 10:15 AM | ₹85,000 | HDFC Bank NEFT | Approved & Paid |
| VOUCH-2026-4420 | State Electricity Board (BESCOM) | Hospital Utilities & Power | 26 Oct 2026, 09:30 AM | ₹1,42,800 | Auto-Debit Netbanking | Cleared |
| VOUCH-2026-4419 | CleanCare Bio-Medical Waste | Waste Disposal & Pollution Control | 25 Oct 2026 | ₹18,500 | Cheque #409214 | Cheque Issued |
| VOUCH-2026-4418 | Front Desk Petty Cash Refill | Administrative Petty Cash | 25 Oct 2026 | ₹10,000 | Cash Drawer Transfer | Reconciled |
| VOUCH-2026-4417 | Siemens Healthcare Diagnostics | Lab Analyzer Annual AMC | 24 Oct 2026 | ₹62,000 | ICICI Bank RTGS | Verification Pending |