How a laser and dermatology chain in Kuwait and Egypt moved to Xtudio

A dermatology and laser chain with branches in Kuwait and Egypt moved its whole operation to Xtudio in 2026. The clinic prefers not to be named, so this story sticks to what was delivered. If you run a chain across branches, countries or currencies, this is what going live on Xtudio looks like.

The brief

• Several branches in two countries, invoicing in Kuwaiti dinars (three decimal places) and Egyptian pounds (two).
• Thousands of active patients, many mid-way through prepaid laser and treatment packages.
• Reception, finance, inventory and HR to run in one system, with the owner reading group-wide numbers on any day.
• Arabic and English for staff and patients alike.

Going live, step by step

Patients, catalogue and packages

Patient records, the service catalogue with per-branch prices, and every active package with its remaining sessions were imported with Xtudio's import tools. Session balances were validated before go-live, so a patient arriving for session four of six sees session four on the receptionist's screen and on the calendar.

Deposits from day one

Patient advances came in as deposits: real payments on each patient's balance, backed by journal entries that book the cash and the liability. The balance sheet showed prepaid care per currency from the first morning, and every deposit is applied automatically when its session is invoiced.

One ledger for the group

A chart of accounts was built for the group with cost centres for administration, clinic operations and the retail store, and opening balances posted per branch. Historical invoices and payments were brought in with their journal entries, and go-live was signed off on a trial balance that nets to zero.

Two currencies, native

Each branch runs in its own currency with the correct minor units: three decimals in Kuwait, two in Egypt. Prices, costs, discounts, cash journals, reports and exports all follow the branch's currency, so figures are stored and shown exactly as entered.

Fixed assets with depreciation

Laser devices are the biggest assets an aesthetic chain owns. Each device was registered as a fixed asset with its acquisition cost and useful life, and monthly depreciation was posted for the whole year so the accounts reflect the machines the clinic actually runs.

Inventory that follows the session

A physical count per branch became opening stock. Consumables are defined per service, so completing a session deducts gel, tips and serums from the treatment room and posts the cost of goods. Transfers between branches post through inter-branch accounts, keeping every branch's books balanced on their own.

What the ERP features do for them every day

• Reception sells a package once and books sessions one at a time. The room calendar refuses double bookings, and deposits are collected from the calendar itself.
• Finance opens a profit and loss statement, a cash flow statement and a balance sheet on any day, per branch or for the group, with the cost-centre view underneath and Excel or PDF export.
• The owner watches invoiced versus collected revenue across all branches on the dashboard, and a service profitability report that sets each treatment's revenue against the consumables it uses.
• Patients receive WhatsApp confirmations, reminders and receipts in Arabic or English through the official WhatsApp Business Platform.
• Staff clock in from the mobile app with GPS, and payroll runs and commissions post to the same ledger as everything else.

Why it worked

1. Patients, packages and money were migrated together, so the first day's bookings and the first day's accounts agreed.
2. A zero trial balance at go-live meant the history was complete before anyone entered a new invoice.
3. Native currency handling per branch let two countries share one chart of accounts and one set of reports.
4. Registering the machines and counting the rooms turned device cost and consumables into numbers on the profit line.
5. One system for reception, finance, stock and staff removed the monthly hand-offs between tools.

Moving a chain is a sequence, and Xtudio ships with the tools to run it: import, deposits, a real ledger, multi-currency, fixed assets, room-level inventory and multi-branch reporting. If your chain is planning the same move, we will walk you through it on your own data.