Financial clarity for dental practices
Track patient revenue, insurance reimbursements, equipment costs, and multi-location finances. RunwayCal makes the reimbursement pipeline visible so business owners plan payroll around cash that is actually arriving.
- Reimbursement aging
- Equipment commitments
- Multi-location consolidation
- Tax calendar
The challenge
Insurance reimbursements create a 30 to 90 day gap
You perform the procedure in June and get paid in September. Your production report says $80K but your bank account says $40K. The revenue is real but the cash is not here yet. Without tracking reimbursements as expected collections with aging, you cannot plan payroll around money that is owed but not received.
Layered obligations compete for the same cash
Equipment financing, supply costs, and staff payroll create layered obligations. A new dental chair costs $15K, your hygienist is due a raise, and quarterly estimated taxes hit next week. Each obligation is manageable alone but together they compress the cash available for operations.
Multi-location growth fragments financial visibility
Growing to a second or third location means separate bank accounts, separate staff, and separate P&L. Consolidating takes your office manager two full days every month. The practice owner cannot see company-wide runway without waiting for manual assembly.
How RunwayCal helps
Insurance receivables as expected collections with aging
Submitted claims appear as expected collections with realistic payment timing based on payer history. See $34K due in two weeks, $48K due in 30 days, and $38K due in 60 days instead of a single receivables total that tells you nothing about timing.
Equipment cost tracking through cash commitments
Equipment financing, lease payments, and supply contracts appear as scheduled commitments. A new chair purchase or autoclave upgrade shows its monthly payment impact on burn rate and runway before you sign the financing agreement.
Multi-location consolidation with parent dashboard
Each practice location tracks its own production, payroll, and supply costs. The parent dashboard consolidates treasury, receivables, and runway. Practice owners see per-location performance and company-wide cash position in one view.
Tax calendar with quarterly estimated payment reminders
Quarterly estimated tax payments appear on your obligation calendar with cash impact visible weeks in advance. Tax reserves separate from operating cash so estimated payments do not surprise you mid-quarter.
Features that matter for dental practice owners
Reimbursement pipeline visibility
Track submitted, pending, and paid claims with aging buckets. Know exactly when insurance cash will arrive relative to payroll dates.
Production vs collection tracking
Compare production reports to actual collections. The gap between performed procedures and received payments becomes visible daily.
Staff cost modeling
Model hygienist raises, new associate hires, and front desk additions against your reimbursement pipeline and patient revenue.
Supply and lab cost tracking
Dental supply orders and lab fees feed into monthly burn with vendor payment dates on your cash forecast.
Production up 25%, cash still tight
A dental practice with two locations and 12 staff was growing fast but cash felt tight. Production was up 25% year-over-year, but the owner kept dipping into the line of credit for payroll. The issue was insurance reimbursement timing: $120K in submitted claims were sitting in a 45 to 90 day queue.
RunwayCal's collection tracking made the reimbursement pipeline visible for the first time. Instead of one number showing money owed, the owner could see $34K due in two weeks, $48K due in 30 days, and $38K due in 60 days and plan payroll accordingly. Line of credit usage dropped to zero within two quarters as collection follow-ups improved with aging visibility.
Metrics dental practice owners actually track
Reimbursement Lag
Average days from claim submission to payment
Production vs Collections
Gap between performed procedures and received cash
Claims Aging
Outstanding reimbursements by 30, 60, and 90 day buckets
Overhead per Provider
Monthly costs divided by producing providers
Location Runway
Months of runway per practice location
True Cash Position
Available cash after tax and payroll obligations
See when insurance cash will actually arrive
Free to start. No credit card required.