Master Data Cleaning
Chart of accounts sanitised, duplicate ledgers merged and layouts standardised before anything moved. Most of the work in a migration happens here.
Case Study · Healthcare
A hospital trust moved off Tally
A hospital trust moved off Tally
without losing a rupee
C.C. Shroff Memorial Hospital ran Tally Prime for accounts and a separate HMS for patient billing. Every bill was keyed in twice. We joined the two, and the opening balance sheet matched to 0.00 before a single user logged in.
The Outcome
What changed, in numbers
0.00
Opening Variance
Trial balances compared daily through a 30-day parallel run.
50%
Faster Month-End
Closing time cut in half once manual vouchers disappeared.
100%
Data Integrity
HMS and finance agree without anyone reconciling by hand.
Real-Time
Audit Readiness
GST returns and P&L available on demand, not after a scrub.
About the Client
A charitable tertiary care hospital
A charitable tertiary care hospital
running on two disconnected systems
C.C. Shroff Memorial Hospital is a charitable, multi-specialty tertiary care centre in Hyderabad, serving its community since 1976. It handles a demanding mix of critical care, general medicine, nephrology and surgical departments.
With heavy daily footfall across out-patient and in-patient departments, the hospital processes thousands of transactions a day - pharmacy sales, diagnostic billing, complex insurance claims and government scheme settlements including Aarogyasri.
Like most Indian healthcare institutions, it ran Tally Prime for accounting and a separate legacy HMS for patient billing. The two did not talk to each other, and everything downstream of that gap was manual.
Project at a glance
- Industry
- Healthcare
- Location
- Hyderabad, India
- Established
- 1976
- Legacy System
- Tally Prime + custom HMS
- New System
- ERPNext v15
- Delivery Partner
- Techunison (HMS)
The Challenge
The Tally trap:
The Tally trap:
two systems, one set of numbers
A data silo between clinical and financial systems does not stay a technical problem for long. It becomes a cash flow problem, and then an audit problem.
Revenue leakage and re-entry
Every bill raised in the HMS had to be keyed into Tally again as a journal voucher. That is where the errors entered, where transactions went missing, and why month-end closing kept slipping.
The insurance receivable black hole
Receivables from TPAs and government schemes including Aarogyasri had no clear status. Finance could not see which claims were approved, queried, rejected or pending, so cash flow was guesswork.
Audits as marathon events
Statutory audits and GST filings meant weeks of manual scrubbing to make clinical data agree with financial data - work that produced no value beyond passing the audit.
The Solution
Put the ledger inside the clinical workflow
Working alongside HMS provider Techunison, we did not simply sync data between two systems. We moved the hospital's financial nervous system into the clinical one.
Automated Revenue Recognition
A patient billed in the HMS now posts a Sales Invoice and the matching journal entry in ERPNext automatically. No manual vouchers, so no re-entry errors.
Cost Centre Accounting
Cardiology, Nephrology, Pharmacy and every other department mapped as a cost centre, giving management a real-time profit and loss statement per specialty.
Insurance Lifecycle
A dedicated TPA claim workflow tracking each bill from submission through query raised to settlement or write-off, so accounts receivable ageing is finally accurate.
Pharmacy Stock and COGS
Unified stock valuation across main store, floor pharmacy and ward stock. Medicine consumed on a ward reflects immediately in COGS and inventory valuation.
Exalix Tech
Financial architecture & ERPNext
Techunison
HMS implementation
The Migration
Thirty days of proving it
Thirty days of proving it
before anyone trusted it
Migrating a hospital's financial history is a precision task. We ran both systems side by side until the numbers agreed on their own, every day, without exception.
Opening Balance Import
Tally books frozen on 31 March, closing balances verified, then imported as ERPNext opening balances.
30-Day Parallel Run
Finance ran both systems for a month while automated scripts compared trial balances daily - until the difference was Rs 0.00 and stayed there.
Go-Live
Cutover only after the board could see the numbers agreeing on their own books, not on a demo.
Client verdict
0.00
Opening Variance
"The migration from Tally to ERPNext was very smooth. Even at opening, our balance sheet matched exactly with 0.0 difference - which gave us full confidence in the system."Subrahmanya Reddy Finance Head, C.C. Shroff Memorial Hospital
Questions
Hospital ERP FAQs
Yes. ERPNext has a full accounting module covering the general ledger, accounts receivable and payable, GST compliance and cost centres. The difference that matters for a hospital is that it integrates directly with clinical modules, so billing raised in the HMS posts to the ledger without anyone re-keying it.
Tally books were frozen on 31 March and closing balances imported as ERPNext opening balances. Finance then ran both systems in parallel for 30 days while automated scripts compared trial balances daily. Go-live happened only once the difference was Rs 0.00 and held there.
It manages multi-location stock across the main store, floor pharmacy and ward stocks, with batch tracking, expiry management and automated re-ordering. For drugs and medical consumables the batch and expiry handling is the part that matters most.
Through a dedicated claim workflow, so each bill carries a status from submission through query raised to settlement or write-off. That is what makes accounts receivable ageing meaningful rather than a list of everything unpaid.
Yes. The India Compliance app handles GSTIN validation, GSTR-1 and GSTR-3B reporting, e-invoicing and e-way bills inside the platform. Because clinical and financial data now sit in one system, GST returns no longer need a data-matching exercise first.
No. The existing HMS was retained and integrated. Exalix Tech architected the financial layer in ERPNext while HMS provider Techunison handled the clinical side, and the two were joined so billing flows straight into the ledger.
The migration and configuration ran alongside a 30-day parallel run, which is the stage that determined the go-live date. We would rather spend a month proving the numbers than discover a variance at the first month-end close.
Yes, and usually faster. The architecture here - HMS integration, cost centres per department, claim workflows, unified pharmacy stock - scales down cleanly. Fewer departments and fewer TPAs simply means less to configure.
Start a Conversation
Running Tally alongside
Running Tally alongside
a system that will not talk to it?
That gap is where the re-keying, the receivable uncertainty and the audit scramble all come from. It is also entirely solvable.
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Call +91 77780 25099 · Email info@exalixtech.com
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