Case Study — Clinic & Wellness Operations Platform

From the till to the tax office, one system of record.

Vinca MIS is a full operations platform we built for a multi-service aesthetics and wellness clinic — replacing a patchwork of spreadsheets and standalone tools with one live system spanning point of sale, inventory, finance, HR, and Indonesian payroll compliance.

6 core modules 2 companion mobile apps 2 built-in AI copilots 0 spreadsheets left in the loop

The Brief

A clinic running on six disconnected tools

Point of sale in one app, inventory counts on paper, payroll in a spreadsheet nobody trusted, and month-end numbers reconstructed by hand from all three. The clinic needed a single system that a cashier, a warehouse lead, and a finance controller could all work from at once — with every number tracing back to one ledger, not three.

What We Built

Six modules, one shared ledger

Every module reads and writes the same underlying data — a product sold at the till, a consumable deducted from stock, and a line in the income statement are three views of one transaction, not three separate systems that need reconciling.

MODULE 01

Point of Sale & Patient Accounts

One ticket for products, service packages, deposit top-ups, and wallet payments
A live patient/vendor directory in sync across every till the moment front desk registers someone new
Package entitlements and deposits that transfer between family members, or convert into wallet credit, without losing original pricing
A supervisor discount-approval queue with automatic expiry, so a stale approval can't be reused

MODULE 02

Inventory & Consumables Costing

FIFO-costed consumable tracking down to the batch, with automatic alternate-brand substitution on shortage
Per-treatment bills of materials that deduct real stock at the moment of sale
Deposit receipts vs. redemptions handled distinctly, so pre-paid entitlements don't touch stock until actually used
Purchase orders, goods-receipt notes, and stock-opname reconciliation feeding straight into cost of goods sold

MODULE 03

Finance & Accounting

Full accounts receivable and payable — invoicing, aging, and vendor payment scheduling
A live general ledger behind a real Income Statement and Balance Sheet, queried, not exported monthly
Bank and cash ledgers reconciled in real time against POS settlements, wallets, and deposit liabilities

MODULE 04

HR & Payroll

Attendance, overtime, and commission calculated straight from the same data the till already captured
A Draft → Approved → Paid payroll lifecycle, not a single irreversible "run payroll" button
Native Indonesian tax and social-insurance rules — see below

MODULE 05

Built-In AI

An Insight Agent that answers management's plain-language questions from the live ledgers
A conversational POS assistant that can build and close a sale by voice or chat
Both reuse the exact same checkout and reporting logic as the manual screens — no shadow code path

MODULE 06

Security & Access

Role- and module-based permissions enforced on every request, not just hidden in the UI
Separate session-based auth for staff and token-based auth for the companion mobile apps
Rate-limited login on every entry point, independently, so one kiosk can't lock out another

The Hard Part

Compliance most systems bolt on, we built in

Indonesian payroll isn't a flat percentage — it's a set of interlocking rules that change how every payslip is computed. We modeled them natively instead of leaving them to a spreadsheet.

BPJS

National health & employment insurance contributions, with a wage-floor fallback for staff on zero base salary.

PPh21 · TER Method

Progressive income tax withholding using the current effective-rate table, reconciled at year-end.

UMR / UMK Floor

Regional minimum-wage floors applied automatically wherever a calculation depends on base salary.

THR Proration

Religious holiday bonus payroll as its own run type, prorated correctly by length of service.

Under the Hood

Built to run every day, not just demo well

A production system for a business that can't afford downtime during clinic hours — deployed on infrastructure that scales down to zero overnight and back up before the first patient walks in.

Node.js · Express MySQL Google Cloud Run Progressive Web App Companion staff & POS mobile apps Claude-powered AI agents