How we approached it

Payments and revenue cycle as one system

The client was running payments and revenue cycle as separate concerns, which is common and expensive. Money arrived through terminals, links and text messages; claims moved through a different pipeline; and the two only met at month-end when somebody reconciled deposits against the ledger by hand.

We treated them as one problem. On the payments side, card-present, card-on-file, pay-by-link and text-to-pay were consolidated onto a single processor relationship with one tokenization vault, so a card captured at the front desk could be used for a scheduled instalment later without re-entry. Tokens stayed with the processor, keeping PCI scope contained.

On the revenue-cycle side, eligibility, claims and A/R automation fed the same ledger the payments posted into. That shared foundation is what made the reconciliation automatic rather than merely faster: every payment arrived attributed to a patient, provider, claim and location, and settlement batches reconciled against posted entries so the group could prove what the bank received matched what the ledger recorded.

Scale introduced its own requirements. Multi-location merchant structure with per-location reporting, idempotent writes so a network retry could not double-post, and refunds, partial payments and chargebacks modelled as first-class cases rather than exceptions someone corrected manually.

The compounding effect was the point. Fewer denials meant less A/R; patient balances arriving with a payment link attached meant the thirty-to-sixty day bucket largely stopped forming; and finance stopped spending the first week of each month matching deposits to patients.

Case studies / Enterprise RCM & payments

Enterprise product · RCM & payments

An enterprise RCM & payments platform for dental

Multi-tenant SaaS for payments, A/R automation, payment plans, analytics, and practice chaining — taken through SOC 2 and HIPAA certification.

Results: ~45% increase in on-time and online payment collection, ~23% reduction in patient accounts receivable, and $1.3M annual payment volume processed on the platform.

Webstrail · Published June 19, 2026 · Updated July 3, 2026

Enterprise product RCM & payments A/R automation Multi-tenant security

Client

Dental payments & card-services company

Type

Enterprise product

Focus

RCM & payments

What we did

Multi-tenant SaaS, SOC 2 & HIPAA, run on retainer

The client

A dental payments and card-services company that works with thousands of independent dental practices. Its founder kept hearing the same complaint from owners: the SaaS tools running their payments, analytics, and revenue cycle treated them as hostages to their own data.

The challenge

Build a genuinely enterprise-grade RCM and payments platform that serves a single independent practice and a large DSO equally well — multi-tenant, secure, and able to connect practices across completely different PMSs. It had to handle payments, automate accounts receivable, surface practice analytics, and pass the security bar that HIPAA-regulated dental data demands.

Independent practices and DSOs needed to run on one platform, each with its own data fully isolated.
Practices lived on completely different PMSs that had to be connected without manual back-office work.
Payments, A/R, and analytics were fragmented across tools that locked owners out of their own data.
The platform had to clear HIPAA and SOC 2 to win enterprise dental deals.

What we built

An enterprise dental SaaS platform, built end to end and run on an ongoing basis:

Flexible payments — multiple payment modes with automated write-back to the PMS; save-on-file, virtual or physical, and a "Pay Now" button embedded on each practice's own website.
A/R automation — automated outreach campaigns to recover outstanding balances, plus easy patient payment plans.
Practice analytics — KPI dashboards, custom report builders, Excel export, and a data-warehouse feed for deeper analysis.
Practice assessment — a tool to gauge a practice's financial and operational health before a DSO acquires it.
Practice chaining — a chain admin can connect to multiple independent practices across heterogeneous PMSs, with no manual back-office work.
Enterprise security — taken through SOC 2 Type II and HIPAA certification, on owned Azure infrastructure, with strict PII/PHI isolation so nothing leaks between tenants.

We owned the whole stack: architecture, the full SDLC, the certifications, payment-gateway integration, the data warehouse, QA, customer success — even go-to-market support — on a retainer model with no cost overruns.

~45%increase in on-time and online payment collection

~23%reduction in patient accounts receivable

$1.3Mannual payment volume processed on the platform

SOC 2 + HIPAAType II and HIPAA certified, multi-tenant by design

The results

~45% increase in on-time and online payment collection for practices on the platform, thanks to embedded "Pay Now" and save-on-file.
~23% reduction in patient accounts receivable, driven by automated A/R campaigns and payment plans.
$1.3M in annual payment volume processed through the platform.
Multi-tenant by design — independent practices and DSOs run on one platform, each tenant's data fully isolated.
SOC 2 Type II + HIPAA certified — clearing the security bar that wins enterprise dental deals.

The whole product was built on a retainer model without cost overruns. Webstrail owned the infrastructure, the SDLC, the certifications, the payment gateway, the data warehouse, QA, customer success, and even marketing.

— Product leadership at the company

Why it worked

Most tools force a practice to bend to the software. This one bent to the practice — any PMS, independent or DSO, with the security and analytics enterprises require. We didn't just ship it; we run it.

All case studies

Need an enterprise payments and RCM platform?

Tell us what you're building or fixing. The first call is free, and you'll get an honest read on whether and how we can help.

Payments and revenue cycle as one system

An enterprise RCM & payments platform for dental

Related Case Studies

The client

The challenge

What we built

The results

Why it worked

Related services & work

Revenue Cycle Management

Dental Software Providers

One platform, one revenue view across a multi-location DSO

Automated eligibility verification across heterogeneous PMSs

Need an enterprise payments and RCM platform?