Case Study

Kenyan Clinic Chain Cuts M-Pesa Reconciliation
from 3hrs to 15min with Compliant Odoo + AI

Multi-tenant ERP + AI stack deployed in 2 weeks — eTIMS, M-Pesa, working-capital dashboards, and chat-with-your-ERP included.

97%
Reduction in M-Pesa reconciliation time
<0.5%
eTIMS invoice error rate (vs 18% manual)
38%
DSO improvement (45→28 days)
67%
Ops headcount reduction per branch

The Challenge

Fragmented systems, manual compliance, invisible cash flow.

A multi-branch Kenyan clinic and pharmacy group ran on paper records, Excel stock cards, and manual eTIMS invoicing. Each branch employed 3 operations staff just to reconcile M-Pesa, file KRA returns, and chase receivables — with zero real-time visibility into working capital.

Key pain points:

  • • Manual eTIMS entry → 18% error rate, KRA audit risk
  • • M-Pesa reconciliation: 2–3 hours daily per accountant
  • • No DSO/DIO/DPO visibility → cash flow surprises
  • • Patient intake: 12–15 minutes on paper forms
  • • Stock-outs: 8–12/month from reactive ordering
Before Seshen
Paper + Excel + Manual eTIMS
Branch Manager: "We hire people to fix spreadsheet errors. The system doesn't help us run the business."
Avg. reconciliation/day2.5 hours
eTIMS error rate~18%
DSO visibilityNone
Ops staff/branch3

The Solution

Managed Odoo + AI Stack — Deployed in 2 Weeks

Seshen deployed a multi-tenant Odoo 17 CE stack on Docker (isolated DB per branch) with the full Kenya compliance layer and AI gateway baked in:

◈
ERP Core

Multi-tenant Odoo 17 CE on Docker — isolated DB per branch, 2-week go-live

◈
KE Compliance

eTIMS v2 (KRA TIMS API) + M-Pesa STK Push / B2C — auto-signed invoices, real-time reconciliation

◈
Vertical Modules

Clinic: patient intake, encounters, lab orders, pharmacy dispensing
Chemist: POS, batch/expiry tracking, KEMSA order sync

◈
Working Capital

Automated DSO/DIO/DPO dashboards + aging reports per branch

◈
AI Gateway

Hermes agents: intake summarization, drug interactions, claim drafting, reorder intelligence

◈
Knowledge Base

gbrain per tenant — clinical SOPs, drug formulary, regulatory updates, queryable via OpenWebUI

Architecture
Multi-tenant Odoo + Hermes AI + gbrain 
Cloudflare Tunnel
  *.seshen.co.ke
       │
  ┌────┴────┐
  ▼         ▼
Odoo 17   Hermes AI
(Docker)  Gateway
       │         │
       ▼         ▼
   PostgreSQL  gbrain KB
  (per-DB)   (pgvector)
       │
       ▼
eTIMS │ M-Pesa │ NHIF │ KEMSA
(Kenya Compliance Layer)

Quantified Outcomes

Measured in production, not projected.

M-Pesa Reconciliation

From 2–3 hrs/day/accountant → <15 min/day (auto-matched via idempotent callbacks). One accountant now oversees 4 branches.

eTIMS Compliance

Invoice error rate <0.5% (auto-signed via TIMS API). KRA audit prep reduced from 2 weeks to continuous readiness.

Working Capital Visibility

DSO: 45→28 days (automated aging reminders + branch-level dashboards). DIO/DPO now tracked in real-time.

Patient Intake

From 12–15 min (paper) → 4 min (AI-assisted structured intake via Hermes agent). Clinicians see history + drug interactions instantly.

Inventory Control

Stock-outs 8–12 → 1–2/month (AI reorder suggestions + KEMSA sync). Batch/expiry tracking eliminates waste.

Ops Efficiency

3 → 1 ops staff per branch (oversight only). Payroll savings fund the managed stack retainer.

"The system now tells us why it's set up this way — not just what to click."

— Branch Operations Lead, after 30 days on Seshen-Prism

Explore the Live Demo → Scope Your Deployment

Same stack. Your branches. 2 weeks to go-live.

The clinic-demo-1 tenant proves the architecture. We deploy the same managed Odoo + AI stack for your clinic, pharmacy, or health-network — Kenya-hosted, DPA §50 compliant, with eTIMS and M-Pesa working from Day 1.

Book a Discovery Call → Email Us
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