Key Takeaways
Dr Kutty’s Healthcare runs diagnostic centres and hospitals across several locations in Kerala.
Spread across branches, the group found it hard to track daily cash spending on the ground.
CashBook let staff pay these expenses with company money, recording each payment as it happened.
Finance gained live, branch-wise visibility, far less idle cash, and freedom from chasing bills.
Any multi-location healthcare business can use the same approach to control everyday expenses.
About Company
Dr Kutty’s Healthcare is a fast-growing Kerala-based healthcare group with a clear mandate: deliver quality, affordable healthcare to families across Kerala and beyond. Founded in 1978 with its first venture, Saleema Hospital in Tirur, the group steadily expanded its footprint and established a network of diagnostic centres across the region.
In 2010, to bridge a gap in quality maternity care, the group launched “The Cradle” in Calicut, positioned as one of India’s most exclusive women and child hospitals. More recently it introduced “Your Center,” an affordable, world-class imaging and diagnostics brand with branches in Calicut, Tirur, and Vadakara, offering MRI, CT, ultrasound, mammography, bone densitometry, radiography, and full laboratory testing under one roof.
Running a multi-location diagnostics and hospital group creates a very particular operational reality. Every branch generates a steady stream of small, time-sensitive payments: fuel for staff and sample runs, courier charges to move specimens and reports, food for staff on long or night shifts, urgent consumables and pantry supplies bought on quick-commerce apps, and dozens of small vendor and helper payments. Individually these are tiny. Across branches, every single day, they add up fast. Managing these everyday healthcare expenses is what brought Dr Kutty’s Healthcare to CashBook.
Challenges
A diagnostics and hospital group does not spend like a single office where everyone pays from one desk and files bills at day’s end. At Dr Kutty’s Healthcare, spending is spread across branches, sample-collection points, and the road in between. As the group grew, the cracks in a cash-and-reimbursement model started to show.
Each centre kept its own cash float, so finance had no live view of how much was held where, or what it was spent on, until vouchers arrived at month-end. When staff needed fuel, food for a night shift, or an urgent supply run, they often paid from their own pockets and waited days to be reimbursed. Payments to Porter and Ekart for moving samples and reports between branches, plus a steady stream of payments to couriers, helpers, and local vendors who issue no receipt, left little clean record. And paper bills faded or went missing before they reached finance, turning reconciliation into guesswork.
Finance could not see how much cash each branch held in real time.
Staff often paid from their own money and waited days to get it back.
Spending on sample and inter-branch logistics was very hard to track.
Payments made to individuals left no receipt or record.
Paper bills were often lost, which slowed down month-end accounting.
These were not problems that minor process tweaks could fix. Leadership wanted a company funded system that captured every payment the moment it happened, without slowing branches down. That search led them to CashBook.
Solutions
Dr Kutty’s Healthcare moved its everyday spending onto CashBook UPI wallets: companyfunded wallets that staff use to pay anyone directly, with every payment logged the instant it happens. Branch managers and key staff each operate a wallet, loaded remotely by the central team and sized to a week or two of spend, so the float stays small while branches keep moving.
Fuel, Blinkit supply runs, Zomato and food-court meals, logistics payments to Porter and Ekart, and the everyday payments to couriers, helpers, and vendors all now flow through the same wallet. Each transaction is captured with merchant or payee, amount, date, branch, and the staff member’s identity, and finance watches it live instead of waiting for month-end vouchers.
Every branch now uses a company-funded UPI wallet loaded by the central team.
Fuel, Blinkit, and Zomato payments are recorded the moment they happen.
Payments to logistics companies are now tagged to the right branch.
Payments to individuals are saved with the payee name and time.
Finance sets limits, sees a live dashboard, and collects bills in one place.
Together, this gave the group one system for both merchant and person-to-person payments: full visibility for finance, and no extra work for the people on the ground.
Impact
The shift showed up quickly in how money moves through the group’s operations. Thousands of small payments that used to disappear into cash and lost receipts are now recorded digitally, each tied to a staff member, payee, amount, and branch. For the first time, finance can see what every centre spends on fuel, logistics, food, and consumables, and turn that into data it can analyse and control. With just-in-time funding, very little money sits idle at branches, the chase for paper bills has largely ended, and staff no longer fund company expenses from their own pockets.
Every payment a branch makes now has a clear digital record.
Finance can see spending by branch and by category in real time.
Much less company cash now sits idle across the branches.
Finance no longer has to chase staff for vouchers or receipts.
Staff no longer spend their own money or wait for reimbursement.
Most important, expense management now runs at the pace of operations. As Dr Kutty’s Healthcare opens new centres and grows its hospital footprint, the system scales with it: adding a branch simply means adding a wallet.
Industry Application
Dr Kutty’s Healthcare’s challenges are not unique to one group. Almost every healthcare business that runs more than one location faces the same core problem: spending happens across branches and on the road every day, and finance has no clean way to track it. The pattern rhymes too. Fuel, logistics and courier charges, staff food, consumables, and payments to individuals make up the bulk of daily spend, and office-centric expense software captures almost none of it.
Diagnostic and lab chains can track consumables, logistics, and fuel for each branch
Hospitals and maternity units can give staff wallets for urgent and emergency buys
Clinics can replace the front-desk cash drawer with a tracked wallet
Home-collection teams can fund field staff travel and courier costs.
Pharmacy, dental, and optical chains can control outlet spending from one place.
The pattern Dr Kutty’s Healthcare proves is simple: if your branches and staff spend money every day, CashBook tracks it, from fuel pumps and quick-commerce apps to courier partners and local vendors, all through one wallet, visible in one dashboard.
Conclusion
Dr Kutty’s Healthcare’s story shows that managing expenses across a multi-location healthcare group does not have to be chaotic. A diagnostics and hospital network with staff spread across Calicut, Tirur, Vadakara, and beyond, making everyday fuel, logistics, food, and vendor payments, now tracks every rupee digitally through CashBook UPI wallets. Expense management stopped being a month-end clean-up and became a real-time, controllable layer that scales with every new branch.
Book a demo to see how the same UPI-wallet setup can give your hospital, diagnostic centre, or clinic real-time control over everyday expenses.
