How to Build Group-Level Cash Flow Forecasting Across 3, 5, or 10 Dental Clinics

Can I Really Forecast Cash Flow Across Multiple Clinics?

Yes — if you switch from static spreadsheets to dynamic systems built for group-level visibility.

Most dental group owners struggle to see what’s coming across 3, 5, or 10 sites. And without predictive clarity, growth plans turn reactive.

As a Dental CFO serving UK groups from £1.5M to £6.2M turnover, I’ve seen the difference between a group with rolling forecasts — and one without. One reacts to payroll shortages. The other pre-allocates reserves 8 weeks out.

In this article, I’ll show you:

• How to build a site-specific and group-level 13-week forecast model
• How to automate cash flow mapping using the MAP Method™
• Why PPBT™ and CFFP™ are critical to group liquidity control

Testimonial: From Chaos to Clarity

A 7-site mixed group in South Yorkshire ran into repeated cash shortfalls — despite being profitable on paper.

Why? Each site ran its own spreadsheet. No group-wide forecast.

We implemented:

• 13-week forecasts per site
• Central visibility dashboard
• Weekly variance tracking with red flag thresholds

Result in 10 weeks:

• Forecast accuracy grew from 42% to 89%
• Buffer increased by £116K
• Director income locked at £11,250/month via PPBT™

Fast Takeaway: Here’s What You Need to Know

You can’t manage what you can’t see. A single forecasted view across all clinics using MAP Method™ and CFFP™ protects liquidity and prepares you for growth.

TL;DR: Multi-Clinic Forecasting Made Workable

• Run a 13-week rolling forecast at both site and group level
• Use MAP Method™ to manage, analyse, and project cash logic
• Anchor PPBT™ before new project spending — across all locations

Why Do Most Multi-Clinic Forecasts Fail Before Week 5?

Most multi-clinic forecasts fail before Week 5 because they treat the group as one unit—ignoring the timing, cost layers, and income lags of each individual clinic.

As a Dental CFO reviewing more than 47 forecasting systems across UK dental groups, I’ve seen the same error repeatedly: the forecast starts strong with consolidated totals, but falls apart when timing discrepancies emerge between sites.

Here’s what typically breaks the model:

“Our forecast showed £128K positive. But £42K was from Site 3’s private flow… which hadn’t even been invoiced yet.” — 8-site Practice Owner, Hampshire

Common Misconception: Revenue = Cash

In  January 2022, a 5-site group in Surrey created a cash flow forecast using revenue by source (NHS, private, plan). They believed this covered their cash visibility. But they never tracked actual timing.

The result?

• £17.3K in plan income projected for Week 3 never arrived (patient churn + delay in payment processor)
• Associate pay cleared anyway
• Overdraft hit £29K before Week 6

We taught the team to embed 13 week CFFP™ logic into every income line.

Forecast accuracy rose from 61% to 93%.

Dentpulse Cash Flow Insight:

“A group forecast only works if each site thinks in weeks, not months—and your buffer logic connects across them like nerves across a jawline.”

What’s the Cash Flow Forecasting Model That Actually Works Across 10 Clinics?

The cash flow forecasting model that works is a decentralised, timing-based, CFFP™-driven 13-week forecast per site, rolled up weekly for group control.

To implement Dentpulse’s proven group forecasting model:

 Build a 13-Week Forecast Per Site

• Use cash-based projection (not accrual)
• Set weekly inflow columns: NHS, private, plan, retail
• Map fixed and variable outflows: salaries, tax, rent, loans

 Embed CFFP™ Logic

• NHS → payroll & tax
• Plan → loan service & buffer
• Card payments → associate pay & overheads

 Set and Protect PPBT™

• Define group PPBT™ (e.g. £9,750/month)
• Pre-allocate before any other disbursements

 Automate Weekly Reporting Cycle

• Run Monday cash huddles with site leads
• Trigger alerts if forecast dips below 4 weeks at any site
• Redistribute cash based on forecast logic—not guesswork

“We thought our forecasting tool was the problem. Turned out, our method didn’t understand timing. Once we switched to 13-week logic, our cash pressure disappeared.” — Director, 8-site private group, Kent

As a dental group CFO and Accountant, here’s my advice to you to build your group-level cash flow forecasting across your multi-sites.

 DO THIS, NOT THAT: Forecasting Across Dental Groups

DentPulse Cash Flow Insight:

“Multi-site forecasting isn’t just volume tracking—it’s time-control architecture. The 13-week model works because it forecasts the future like a bank account, not a budget.”

How Do You Turn Group Forecasting Into Weekly Cash Control?

You turn group forecasting into weekly cash control by embedding the 13-week cash flow forecast model with CFFP™ logic as the foundation, operationalised using the proven M.A.P Method™—a system used by dental businesses from £400K to £4.3M in revenue, across all stages, sizes, and structures.

As a dental group CFO working with site networks from 3 to 15 clinics, I’ve seen cash flow forecasts that look great in spreadsheets—but collapse without a rhythm of review, allocation, and accountability.

Here’s the operationalisation path that actually works:

 1. Activate the M.A.P Method™ M.A.P = Manage, Analyse, Project — your cash control loop:

• Manage: Assign a cash lead (often the practice manager or ops head) per site
• Analyse: Compare forecast vs actuals every Monday morning
• Project: Adjust the 13-week rolling cash flow forecast forward each week

2. Run a 15-Minute Monday Cash Huddle

• Each site brings its current cash position + 13-week view
• Highlight red flags (buffer <4 weeks, forecast dip)
• Trigger action items by Thursday: reserve top-ups, disbursement delays, or income reallocation

 3. Automate Allocation & Alerts

• Redistribute cleared funds based on forecast logic, not gut feel
• Use red zone alerts (e.g., site 6 hits <3.5 weeks buffer) to pause non-essentials
• Reaffirm PPBT™ priority before director pay, tax planning, or capex

Mini Case Study: Turning Forecast into Cash Rhythm – Rochester, Kent (5+ practices)

What was the problem?
Despite having a cash forecast, the 5-site group faced weekly surprises. Site managers weren’t aligned, and director pay was regularly delayed due to last-minute cash gaps.

What we did:
We activated the M.A.P Method™ across all sites. Introduced 15-minute Monday cash huddles, standardised 13-week rolling forecasts, and set Thursday allocation deadlines. PPBT™ was ringfenced and buffer thresholds were automated.

Where they are now:
The group now maintains 11.7 weeks of average buffer, director income is paid on schedule, and weekly cash variance is under 2%. Forecasting became cash control.

“We had a forecast—but no weekly rhythm. Cash was always ‘off.’ Once we started Monday huddles and Thursday allocations, we hit 11.7 weeks of buffer and fixed our director pay.” — CFO, 5-site mixed model, Rochester, Kent

Before You Forecast Across 10 Sites, You Must First See Across 10 Sites

Building powerful 13-week forecasts is only possible when you have clear, real-time visibility across every clinic.
And for most multi-site owners, that visibility is exactly what’s missing.

If your current setup still forces you to check balances clinic by clinic…
If your bookkeeper can’t tell you group-wide cash without a spreadsheet…
If transfers, owner pay, or tax planning depend on “whatever’s left”…

— then forecasting becomes guesswork, not control.

That’s why the next essential step is understanding why multi-site visibility collapses, even when each location looks fine on its own — and how to rebuild a unified view that your forecasting model can rely on.

👉 Read next: Cash Flow Visibility for Dental Groups: Why Multi-Site Owners Struggle to See the Full Picture — and How to Fix It

Your Next Steps to Build Cash Flow Forecasting Control Across 3, 5, or 10 Sites

You now understand what real group-level cash flow forecasting looks like. Here are two ways to build it:

1. DIY: Install the Dentpulse Forecasting Method Yourself
To apply this manually with your team:

• Build a 13-week rolling forecast per site (spreadsheet or Float, Fathom)
  
• Tag inflows by timing and source: NHS, private, plan, card
  
• Apply CFFP™ logic to match income with liabilities
  
• Define PPBT™ threshold per group (e.g., £9,750/month)
  
• Hold 15-minute cash huddles every Monday
  
• Use red flag rules: buffer dips below 4 weeks triggers reallocation
  
• Reconfirm allocations and distribute cash every Thursday
  

 2. Use Dentpulse (But You Don’t Need To)
We install and monitor 13-week forecasts, M.A.P Method™, CFFP™, and PPBT™ across UK dental groups:

• Fit for groups from 3 to 15 clinics
  
• Typical results: 3.4x liquidity increase, 11.7 weeks of buffer, 94% forecast accuracy
   Book a Fit Call to get forecasting that aligns cash, clinics, and clarity.

FAQs: Cash Flow Forecasting for Dental Groups

1. How often should we update forecasts across multiple sites?
   Every week. Use a Monday cash huddle to compare actuals vs forecast and update rolling projections. Don’t wait for month-end—timing shifts happen in days.
2. Can I forecast from my P&L instead?
   No. Your P&L is accrual-based and ignores cash arrival timing. Use real-time bank feeds and weekly income/outflow tracking for true cash forecasting.
3. What’s the minimum buffer per site we should maintain?
   We recommend a 4–6 week site-level buffer minimum. Based on Dentpulse data, sites below 4 weeks experience disruption in 71% of cases within 90 days.