Client Background

A mid-sized dental group with multiple clinic locations across the U.S. was facing unexplained spikes in credit card processing fees. Despite regular reconciliations, the finance team couldn’t pinpoint the cause due to scattered data across payment gateways.

Challenge

• Monthly credit card charges had increased by 18% YoY, with no clear visibility on the drivers.
• The client’s internal accounting team was spending 20+ hours monthly reconciling payments and fees manually.
• Lack of consolidated reporting made vendor-level negotiation difficult.

Our Approach

Our outsourcing team performed a detailed merchant-level reconciliation across all payment gateways and introduced a standardized cost center mapping system.
Key steps included:

• Automated extraction of gateway reports using Python scripts.
• Vendor benchmarking to identify outlier processing rates.
• Monthly variance dashboards for management review.

Results

• Identified $42,000 annual cost leakage due to inconsistent processing fees.
• Negotiated revised terms with vendors, reducing rates by 12%.
• Reduced reconciliation time by 75% (from 20 hours to 5 hours/month).
• Delivered a unified, drill-down view of credit card expenses across all entities.

Impact: Achieved measurable savings and turned fragmented payment data into actionable financial insight.