What each monthly processing plan includes.

1. Standard monthly cycle

One cycle covers one agreed supplier-document period for the named practice or scope. It includes document inventory, extraction, normalisation, suggested coding, exception review preparation, deterministic reconciliation, the selected import file, detailed workbook, hosted management report and printable PDF.

2. Essential - up to 30 files

• Invoice and credit-note extraction.
• Supplier and product normalisation.
• Suggested account and VAT coding using approved rules.
• Xero or QuickBooks draft-bill CSV.
• Approval queue, source-to-import reconciliation, evidence index and core management review.

3. Practice Plus - up to 50 files

Includes Essential plus:

• Exact and probable duplicate detection.
• Credit-note matching and missing recurring-invoice checks where history supports them.
• Month-on-month, unit-price and delivery analysis.
• Budget-versus-actual and cost-centre views where suitable data is supplied.
• Longer-term completeness and purchasing controls.

4. Practice Pro - up to 100 files

Includes Practice Plus plus:

• Accountant handover pack with import, evidence, exceptions and change history.
• DBX Action Board with evidence, confidence, impact category and next step.
• Draft supplier queries and verified contact routes where available.
• Quarterly meeting pack, unresolved actions and questions for the accountant.
• Verified savings, potential savings and administrative work removed shown separately.

5. Setup and rule approval

Practice-specific coding requires the client’s accounting software, chart of accounts, tax codes, supplier list and suitable examples. Rules are suggestions until approved. If setup is incomplete, DBX ONE may provide a generic prototype or hold coding from import.

6. Turnaround

DBX ONE aims to deliver a standard suitable run within one working day after confirming completeness. This is a target, not a guaranteed deadline.

7. Exclusions

The standard cycle does not include direct accounting-system access, bill approval, final bank reconciliation, payroll, annual accounts, VAT-return submission, tax advice, NHS pensions, SD55 work, patient data, utilities or contract categories outside the agreed supplier scope unless separately agreed.

8. Billing and cancellation

The verified continuation portal displays the legal supplier details, selected plan, monthly price and payment route. Billing and cancellation follow the Terms and the accepted portal record.