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SuiteBook

Sessional billing software for specialist consulting rooms: Charge the room.
Settle the month.

SuiteBook tracks every sessional booking across your consult and procedure rooms, applies each specialist’s dated arrangement, and closes month-end with GST tax invoices ready for Xero.

Book a demoTry the live demo
GST tax invoicesXero-ready exportNo patient records

Billing software only. No clinical records and no Medicare claiming. Not legal, tax or financial advice.

Week of 5 Oct 2026
Parkview Specialist Suites
October 2026 settlementReady to finalise
  • Dr Amelia Hartwell · $310/session + 12%$4,290.00
  • Dr Rohan Mehra · Hybrid · 9 sessions$4,079.76
  • Dr Sophie Tran · 30% of billings$8,256.88
  • Dr James Okonkwo · $310/session · 8$2,728.00
Total incl. GST$19,354.64

Illustration using fictional demo data

Month-end shouldn’t take a weekend

Most suites bill visiting specialists from a diary, a spreadsheet and Xero. Rates change mid-year, one specialist pays a flat session fee, another pays a percentage, and the cleaning bill needs splitting between them.

Rates that move

New agreements start mid-month and old ones end, but the spreadsheet still uses last year’s fee.

Mixed models

Fixed session fees, percentages of billings and hybrids side by side, each worked out by hand.

Shared costs and GST

Consumables and waste to apportion, then a valid tax invoice for every specialist.

How a month closes

From room booking to Xero, in one path

Follow one fictional session through SuiteBook.

  1. Step 1 · Booking

    A room session is booked

    Dr Amelia Hartwell takes the Procedure Room on Tuesday 6 October, AM session. The week grid blocks clashes as it fills.

    Procedure Room · week of 5 OctAM / PM
    MonOkonkwo
    TueHartwell
    Wed
    ThuMehra
    FriTran
    New session
    Dr Amelia Hartwell
    Ophthalmology
    Room
    Procedure Room
    Date
    Tue 6 Oct 2026
    Session
    AM 08:30–12:30
    Booked · no clash in Procedure Room

  2. Step 2 · Arrangement applied

    The dated arrangement is applied

    SuiteBook finds the arrangement in force on the session date: $310 per Procedure Room session from 1 July, and 12% of reported billings in Consult 2.

    Arrangement · Dr Amelia HartwellDated
    $280 per session1 Jan – 30 Jun 2026
    $310 per session + 12%From 1 Jul 2026
    Procedure Room · sessional fee$310.00
    Consult 2 · 12% × $8,450.00 reported billings$1,014.00
    Arrangement in force on 6 Oct applied automatically

  3. Step 3 · Month-end settlement

    Month-end adds it all up

    Every session, percentage fee and shared cost for October is totalled per specialist. Review it, then finalise.

    October 2026 · Dr Amelia HartwellReady to finalise
    Procedure Room · 9 × $310.00$2,790.00
    Consult 2 · 12% of $8,450.00$1,014.00
    Shared costs · Consumables, waste$96.00
    Subtotal$3,900.00
    GST 10%$390.00
    Total incl. GST$4,290.00

  4. Step 4 · GST tax invoice

    A GST tax invoice is issued

    Each specialist gets a valid tax invoice with ABNs, GST shown separately and the document type recorded.

    Tax invoice
    INV-1047
    Sample
    From
    Parkview Specialist Suites Pty Ltd
    ABN 12 345 678 901 (sample)
    To
    Dr Amelia Hartwell
    Issued 31 Oct · due 14 Nov 2026
    Room-hire / facilities · October$3,900.00
    GST$390.00
    Amount due (AUD)$4,290.00

  5. Step 5 · Sent to Xero

    Ready for Xero

    Finalised invoices go to Xero with account codes and GST mapped, so your bookkeeper reconciles instead of retyping.

    • INV-1045Dr Rohan Mehra$4,079.76Sent to Xero
    • INV-1046Dr Sophie Tran$8,256.88Sent to Xero
    • INV-1047Dr Amelia Hartwell$4,290.00Sent to Xero
    October closed · 3 tax invoices · GST mapped

Illustration with fictional data. The demo exports a Xero-ready CSV today; direct Xero sync is planned.

Inside SuiteBook

Four jobs, one ledger

Pick a part of the month to see it working.

Every session in every room

A week grid of consult and procedure rooms in AM and PM blocks. Clashes are blocked, and reported billings sit beside the sessions they belong to.

  • Consult and procedure rooms
  • Recurring and one-off sessions
  • Reported billings for percentage fees
More on bookings

Dated arrangements, applied by date

Each specialist’s arrangement has a start and end date. A rate change on 1 October charges September sessions at the old rate and October at the new one.

  • Sessional fees, percentages or hybrids
  • Start and end dates per room
  • Changes never rewrite closed months
More on arrangements

Month-end becomes a review

Sessions, percentage fees and shared costs are totalled per specialist with GST. Preview, adjust, then finalise and lock the month.

  • Shared costs apportioned by session
  • Preview before you finalise
  • Audit log of every change
More on month-end

Tax invoices, ready for Xero

Every finalised settlement produces a GST tax invoice and a Xero-ready export with account codes and tax rates mapped.

  • GST tax invoices per specialist
  • Xero-ready CSV in the demo today
  • Direct Xero sync is planned
More on Xero

Everything between the diary and Xero

Six parts, one path: from the booking to the tax invoice to Xero.

All features

Session tracking

A weekly grid of AM and PM sessions across your consult and procedure rooms.
Learn more

Dated arrangements

Record each specialist’s arrangement with the rooms it covers, how it is charged and the dates it applies.
Learn more

Month-end settlement

SuiteBook brings together the month’s sessions, percentage fees and shared costs for every specialist into one settlement preview.
Learn more

GST tax invoices

Finalising a month issues one GST tax invoice per specialist, with your ABN and theirs, dated line items for each session and fee, 10% GST and the total.
Learn more

Xero export

Export the month’s finalised tax invoices as a CSV in Xero’s sales-invoice import layout, so your bookkeeper can import them instead of rekeying.
Learn more

Specialist portal

Each visiting specialist gets their own view of their sessions, their GST tax invoices and a running statement.
Learn more

How it works

Set up once, then month-end is a review.

  1. 1

    Set up rooms

    Add consult and procedure rooms. Sessions run in AM and PM blocks.

  2. 2

    Record arrangements

    Enter each specialist’s dated arrangement: rooms, fee type and dates.

  3. 3

    Book sessions

    Fill the week grid. Record reported billings where percentage fees apply.

  4. 4

    Settle the month

    Preview, finalise, issue GST tax invoices and export for Xero.

Built for the people who run the rooms

SuiteBook is used by whoever runs the rooms. Specialists get a view of their own records.

All solutions

Specialist suites

Suite owners, principals and operators who offer consulting rooms, and sometimes a procedure room, to visiting specialists.
Learn more

Procedure rooms

Suites and practices that offer a procedure room alongside consulting rooms, on a sessional basis.
Learn more

Multi-site groups

Operators and groups running consult and procedure rooms across more than one location.
Learn more

Practice managers

Practice managers and suite administrators who bill visiting specialists each month.
Learn more

Visiting specialists

Specialists who use consult or procedure rooms in a suite on a sessional basis. SuiteBook is used by the suite; you get access to your own records.
Learn more

A billing tool, not a compliance tool

SuiteBook records the arrangements you have already made and calculates the charges in them. It does not decide whether those arrangements are a tenancy, a licence, contracting or employment, and it does not make your suite payroll-tax compliant.

In Victoria, the State Revenue Office’s public ruling PTA-041 (Relevant contracts – medical centres) explains how payments to practitioners may be treated for payroll tax. Get your own professional advice.

Read SRO ruling PTA-041Our compliance stance
  • No patient clinical records, by design.
  • No Medicare claiming.
  • Document types (room-hire / facilities vs service-fee) and an audit log, so your advisers can see what was agreed.
  • Exports are for your accountant or tax agent. We make no tax determinations.
  • Nothing on this site or in the product is legal, tax or financial advice.

What you can try today

The demo runs in your browser with fictional data. Nothing is sent anywhere.

Practice demo

In the demo

Sessions, arrangements, billings, shared costs, month-end settlement, tax invoices, the Xero CSV and the audit log.

Try the live demo

Specialist portal demo

In the demo

A specialist’s view of their own sessions, invoices, statement and documents.

Open the portal demo

Planned, not in the demo yet: direct Xero sync, production hosting, linking the product to accounts, credit notes, recurring-pattern editor, document uploads and multi-site support. Account sign-in exists, but the demo isn’t linked to accounts.

See a month close in SuiteBook

SuiteBook tracks every sessional booking across your consult and procedure rooms, applies each specialist’s dated arrangement, and closes month-end with GST tax invoices ready for Xero.

Book a demoTry the live demo