Built a financial automation portal for Australian GP practice management

KPeyes is an Australian SaaS platform built for GP clinics, automating service fee calculations, practitioner settlements, and financial reporting. It integrates with Best Practice (BP) software, Xero, and banking systems to replace manual spreadsheet-driven processes across medical practices.

Their goal was to build a client portal that practice owners and managers could use to manage practitioners, configure service fee cycles, make adjustments, and access Power BI-driven financial and operational reports — all connected to their existing BP and Xero infrastructure.

• GP practices were managing practitioner fee calculations manually, creating errors and administrative overhead.
• No self-service portal existed for practice owners to configure service fee cycles or manage practitioner payment percentages.
• Practitioner data was locked inside Best Practice software with no clean way to surface and act on it externally.
• Different doctor types — Contracting, Locum, and Employee — required distinct fee calculation logic with different editable fields and threshold rules.
• Financial reporting relied on disconnected tools, giving practice managers no unified view of earnings, payroll, and operations.

1. Understand the data model first

Classic Informatics began by mapping the data flows between KPeyes BP, Xero, and the client portal — ensuring that every field, sync point, and calculation rule was understood before any UI was built.

2. Doctor type logic built in from the start

The fee configuration rules varied significantly across Contracting, Locum, and Employee doctor types. Rather than treating this as an edge case, Classic Informatics modelled each type's behaviour — editable fields, threshold toggles, payment percentage visibility — as core system logic.

3. Role-based access as a design constraint

The portal serves two distinct user groups: KPeyes admins and organisation users with varying access levels. Classic Informatics designed the permission model upfront so that access to tabs, sections, and actions was controlled by role, not bolted on later.

4. Iterative build around live integrations

With active connections to BP and Xero, Classic Informatics built and tested each module — practitioners, service fees, accounts — against real integration endpoints, catching sync issues early rather than at delivery.

Client Portal — Organisation Management

• Organisation details management: update clinic information, service fee cycles, and clinic locations fetched from KPeyes BP
• Public holiday configuration per clinic location
• Bank account management for the organisation

Client Portal — Practitioner Management

• Practitioner creation with provider numbers and data fetched from KPeyes BP
• General details, payment percentage configuration, and bank information per practitioner
• Threshold-based fee configuration: range and percentage setup when threshold is active; general details and payment percentages when not
• Doctor-type-specific logic: Contracting (fully configurable), Locum and Employee (100% default, non-editable)

Service Fee Module

• Service fee cycle creation and assignment to practitioners
• Draft view for unposted service fees; history view for posted transactions
• Earnings display from KPeyes BP with adjustment capability for Contracting doctor types
• Fee posting back to KPeyes BP for further processing and Xero invoicing

Reporting & Access Management

• Power BI report integration across Accounting, Overview, Payroll, Operational, MBS codes, and Doctor Info tabs
• Role-based access control: KPeyes admin and organisation user roles with configurable tab-level permissions
• User invitation and access management within the portal
• Multi-organisation switching for users working across more than one practice

KPeyes practice owners and managers gained a self-service portal to configure, manage, and verify all practitioner fee operations — replacing manual processes and giving them direct control over financial workflows previously dependent on external tools or manual spreadsheet work.

Business Impact

• Service fee calculations automated end-to-end from BP data to Xero invoicing
• Practice managers can configure fee cycles, thresholds, and payment percentages without external support
• Power BI reports surface financial, payroll, and operational data in a single view
• Multi-organisation switching enables users managing multiple practices to work from one login
• Role-based access gives KPeyes admins granular control over what each organisation user can see and do