Invoices, credit memos, packing slips, statements, contracts, policies. The documents that arrive as PDFs and get filed unread. It pulls the numbers out and puts them somewhere you can use them.
You stop typing things into a system.Most of what an AI can do for a practice isn't clever. It's the paperwork nobody has time for, handled the day it lands instead of the month you finally get to it.
Four groups run here: the money side of the buy, the people paperwork, the things that only hurt when nobody is watching, and everything your practice knows.
The credit memo posts to your Allergan account. Nobody requests the payout. It sits there until someone happens to look.
The credit is caught the day it posts, the refund request goes out, and it keeps going out until the money lands in your account.
The rep promised ten vials in March. You think they came. Nobody wrote it down.
Promised, delivered, still outstanding — with a dollar figure and a name attached to the ask.
You hire a coordinator. The offer letter gets written at 9pm, the agreement is last year's file with the name changed.
Offer written from your terms, agreement built off your own documents, onboarding checklist already running.
Four things. Every system on this page is built out of them, applied to a job you already do badly because there was never time to do it well.
Invoices, credit memos, packing slips, statements, contracts, policies. The documents that arrive as PDFs and get filed unread. It pulls the numbers out and puts them somewhere you can use them.
You stop typing things into a system.What the rep promised in March. Which credit posted and was never collected. When the license expires, when the program window closes, what the price was last quarter.
Nothing depends on somebody happening to recall it.What changed and what's missing — including the thing nobody thought to check. A product carried for months untouched, a price that drifted, a variance that only appears across two locations.
You find out while it still matters.Writes the refund request, sends the follow-up, drafts the offer letter, files the claim, runs the checklist. Then stops and waits for you.
Nothing leaves the building without your approval.If you've never used AI for anything, that's the whole idea. It isn't advice. It's the work.
Invoices read, rebates chased, samples counted, true cost per unit, the deal room.
Live now02Offer to agreement to onboarding to access — and the close-out when they leave.
Live now03Expiry, stockout, credentials, deadlines. The things that only hurt when nobody is looking.
Live now04Your protocols, your standards, your policies — structured so she can answer from them.
Live now05Everything automated as of today, and what's next. It gets longer every quarter.
Live06The workflow specific to how you run, scoped and priced per custom build.
Scoped per buildThe invoice price is not the cost. Rebates land months later, or don't. Programs change without a call. Samples show up and never get counted. Waste never gets recorded. By the time you'd need to work it out, four things have moved.
Every line off every manufacturer and distributor invoice — product, lot, quantity, price paid, terms. No one retypes anything.
Earned, then posted as a credit — and a credit is not cash. Every credit memo sitting uncollected gets flagged with a dollar figure and the date it posted.
Promised, delivered, injected. A sample looks free, wrecks the cost number and the usage number, and then wrecks the reorder. What was promised and never showed up carries a dollar value.
Invoice minus rebates minus samples plus waste, reconciled into one number per unit and kept current as things move.
The next vendor conversation starts with exactly what you pay, exactly what you use, and what the deal should be. Not what you think is a good price.
"What did this vial actually cost?"
Invoice, rebate, program, sample, waste — one number per unit, current as of today, not as of the last time someone had a spare afternoon.
"Did we ever collect that rebate?"
The credit posts to your account and then somebody has to ask for the money. That ask is what gets missed — a quarter at a time. Stcki catches the credit, sends the request, and keeps sending it until the money moves.
"Where did the samples go?"
What the rep promised, what arrived, what got used. The gap between the first two has a dollar value, and somebody should be asking about it.
"Am I buying at the lowest cost possible?"
Your real cost per unit against your real volume, by manufacturer, before you sit down with the rep instead of after.
True cost is arithmetic on top of what got recorded. The counting, the rooms, the lots, the reconstitution variance — that's the inventory side.
See how it gets countedLarge groups pay an HR firm for this part. Most practices never will — so it lands on the owner, at night, between patients. And it isn't just providers. Front desk, coordinator, medical assistant, injector: same paperwork, same night.
The role, the terms, who's in the loop. Everything the offer will need, captured once.
The letter written from your terms and sent. Sent, accepted, declined and expired all tracked, so you know where every candidate stands.
The employment agreement built off the documents your practice already uses — not a template that doesn't match how you operate.
The checklist run, the accounts created, the access granted, the training assigned. Nothing sitting in someone's inbox on day one.
When they leave, all of it closed out properly. Access revoked, equipment logged, the paperwork finished the same day.
Live in our first practice — 40 people onboarded, 71 documents signed.
None of these are hard. They're just easy to miss, and expensive when you do. So they get watched instead of remembered.
Product approaching its date, by lot and by room, early enough to use it or move it. Reconstituted product runs on its own shorter clock.
Tells you at 60, 30 and 7 days.Burn rate against what's on the shelf, so the reorder happens on the trend rather than on the morning someone opens an empty fridge.
Tells you before you run out.Nursing licenses, CPR certifications, malpractice coverage, DEA registrations. Nothing lapses quietly.
Tells you before it expires, not after.Program windows, tier thresholds, submission cutoffs. The money you're owed has a date on it, and the date is not on your calendar.
Tells you while there's still time.Which rooms closed out, which didn't, and who it keeps being. Accountability without anyone having to be the bad guy.
Tells you the same day.The thing nobody thought to check. Product carried for months that nobody has touched, a vendor whose price drifted, a variance that only shows up across two locations.
Tells you unprompted.The Practice Brain — everything your practice knows (protocols, policies, consent forms, training, how you actually do things) structured into one place VERA answers from.
And connected, so your own Claude or ChatGPT can use it too.
It's yours and it's portable. It is built during setup, not something you configure later.
This is part of what the Stcki Practice Manager setup pays for — we structure your knowledge so VERA can read it, and connect it so your own AI tools can too.
The reason most owners hesitate is not whether AI can do the work. It's what happens when it does the wrong thing to a vendor, an employee, or a patient record.
All of it is reading, math and drafting. Nothing here is visible outside your practice.
It arrives written and ready. You send it, edit it, or kill it.
This is the business side of the practice. That's the whole scope, on purpose.
This list is longer than it was last quarter and it will be longer next quarter. That's the product. Every improvement to the systems you're on is included.
Counts, transfers, reconstitution and variance recorded as they happen.
Burn rate, provider usage, waste by room, what's quietly not moving.
Every line off every manufacturer and distributor invoice, read and filed the day it arrives.
Invoice, rebate, sample and waste reconciled into one number that stays current.
What was earned, what posted as a credit, and what is still sitting uncollected.
The ask that gets missed a quarter at a time, sent and re-sent until the money lands.
Promised, delivered, outstanding — with the rep chased until what was promised shows up.
Real cost against real volume, by manufacturer, ready before the vendor conversation.
Before it expires, before you run out — including reconstituted product on its shorter clock.
Written from your terms, sent, and tracked through accepted, declined or expired.
Built off the documents your practice already uses, not a template that doesn't match how you operate.
Checklist run, accounts created, access granted, training assigned — and closed out properly when they leave.
Nursing licenses, CPR, DEA registrations. Nothing lapses quietly.
Malpractice and practice coverage, read once and watched from then on.
Your protocols and standards structured so she answers with yours — and connected to your own Claude or ChatGPT.
Every one of these started as something going wrong in a real practice. That is still the only way anything gets on this list.
Everything above comes with the product. A custom build is a system for the workflow that's specific to how you run — the one no product would ever ship, because you're the only one with it. Scoped per build on a one-page scope of work, available on Stcki Practice Manager.
"Reordering depends on me walking the fridge on Monday, and if I travel it just doesn't happen."
Burn rate against on-hand by location, with the reorder list assembled and waiting for approval on a schedule that doesn't need anyone to be in the building.
The Monday walk stopped being a single point of failure.
"Product moves between our two locations constantly and neither set of books ever reflects it right."
Every transfer priced at cost on the date it moved, recorded to a ledger, and summarized to the bookkeeper on a monthly cadence without anyone assembling it.
Intercompany cost stopped being an argument at close.
"I have no idea which of my providers is actually profitable once you count what they waste."
Per-provider product cost against production, waste attributed where it happened, delivered as a monthly read rather than a dashboard nobody opens.
Compensation conversations started from a number instead of a feeling.
If you can describe it in a sentence the way those owners did, it can probably be built. That sentence is the whole application.
Not a task someone still has to remember to run. A system that runs the work, tells you what it found, and waits for your call.