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AI-Powered Finance Stack for a Wellness & Longevity Brand

How a fast-growing wellness & longevity operator rebuilt its finance stack with Rillet, Ramp, Stripe, and AI-powered Valisights—so leadership finally had real-time cash, cohort, and location visibility.

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  • 10+ locations + growing

  • 4 disconnected systems replaced with one integrated stack

  • Daily cash and cohort views across the entire network

  • Month-end close time cut dramatically

Client Snapshot

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  • Brand type: Multi-location wellness & longevity clinics (IV, recovery, and metabolic health services)

  • Stage: 10+ locations across several states, new markets planned

  • Model: Membership + recurring packages + à la carte services

  • Finance stack (before):

    • QuickBooks

    • Standalone POS / membership system

    • Manual ACH / card payments

    • Spreadsheets for “dashboards”

    • No Cash Flow Forecast

The Situation: Growing Clinics, Blurry Numbers​

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The brand was scaling quickly—new locations, new services, strong demand.
 

But inside finance and operations, it felt like this:

  • No single source of truth for revenue by location, service line, or cohort.

  • Cash was coming in through multiple gateways with no clear clearing process.

  • The CEO and investors constantly asked:

    “What’s our real cash position and which locations are actually working?”
     

Finance was stuck reconciling spreadsheets instead of guiding growth.

Key Challenges
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  • Messy payment flows. Stripe, in-clinic POS, and ACH deposits hit the bank with no clean mapping back to revenue categories or locations.

  • No standard view of unit economics. Each location tracked KPIs differently, so comparisons weren’t reliable.

  • Manual, fragile reporting. One “master” Excel model with link errors, broken formulas, and no concept of cohorts or member life cycle.

  • Zero AI leverage. Leadership loved the idea of AI, but the data was too dirty and scattered to use it for anything meaningful.

What Stratego Did: From Patchwork Tools To An AI-Powered Finance Engine

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Step 1: Design the Target Finance Architecture
 

We started by mapping where every dollar flowed from client to bank:

  • Migrated QuickBooks to Rillet and defined it as the single source of truth.

  • Chose Ramp for AP + vendor payments and Stripe as the primary online payment gateway.

  • Documented a clean flow:

     

    Client → POS / Stripe → Bank → Rillet → Valisights
     

Then we built a simple architecture diagram the CEO, ops, and finance could all understand.

Step 2: Clean Up the Chart of Accounts & Locations

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To make the stack usable, we:

  • Standardized the chart of accounts across all locations.

  • Set up classes / locations in Rillet to track performance by clinic.

  • Separated revenue into clear buckets: memberships, packages, IV drips, add-ons, and retail.
     

This let leadership finally ask, “Which locations and services are pulling their weight?” and get a real answer.

Step 3: Fix Stripe & Bank Clearing Once and For All

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Cash reconciliation was a major pain point, so we:

  • Created clearing accounts in Rillet for Stripe and other processors.

  • Documented a repeatable process to match gross charges, fees, refunds, and payouts.

  • Implemented basic controls so no deposit hit the P&L without a clean trail.

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Cash went from mystery to traceable in a matter of weeks.

Step 4: Build AI-Ready Dashboards (Cash, Cohorts, and Clinics)

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With clean data flowing, we turned the system into a real decision engine using Valisights:

  • Built dashboards that showed:

    • 13-week cash flow by entity

    • Revenue & EBITDA by location

    • Member cohorts (join month, average spend, churn trends)

  • Layered in AI-powered querying, so the CEO could ask:

    • “Which locations improved EBITDA the most last month?”

    • “What’s average revenue per active member by market?”

    • “If we open 3 new locations with similar metrics, what does cash look like?”

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Instead of digging through spreadsheets, leadership could talk to their numbers.

Step 5: Train the Team & Lock in New Processes

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A new stack fails without behavior change, so we:

  • Documented SOPs for month-end close, cash reconciliation, and dashboard refresh.

  • Trained the internal finance lead and ops team on what to look at weekly vs. monthly.

  • Set up a cadence of review—recurring finance/ops calls anchored on the new dashboards.

The Results
 

  • Daily cash visibility across all entities and locations.

  • Leadership could see true unit economics for each clinic—revenue, labor, rent, and EBITDA.

  • Month-end close time cut significantly, freeing finance to focus on planning.

  • The CEO had AI-powered insight instead of static reports—fueling decisions on which markets to double down on and which locations needed a turnaround plan.

  • The finance stack was now scalable—ready for more locations, investors, and lender conversations.

Want an AI-Powered Finance Stack for Your Wellness Brand?
 

If you’re running multi-location wellness, IV, or longevity clinics and your stack is a jumble of tools and spreadsheets, you don’t need more reports—you need a system.

Stratego helps you:

  • Make QBO the clean source of truth

  • Tie together Stripe, Bill.com, and your POS / membership tools

  • Build AI-ready dashboards for cash, clinics, and cohorts

  • Turn finance from a monthly headache into a competitive advantage

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