MultiplexDX: from paper and Excel to numbers that hold up in front of an investor

Context

MultiplexDX is a Slovak biotech company developing molecular-diagnostic tests for cancer. The goal is faster, more precise diagnostics that can change how the disease is detected and treated. The company works on its tests in Bratislava and collaborates with laboratories and clinical partners around the world.

Behind the science sits a growing company — with a team of scientists, suppliers, customers, and investors. For the team to stay focused on research and clinical projects, the finance side has to run without demanding leadership's attention every week.

Where things stood before

Before working with Capila, MultiplexDX's finance operation was set up the classic way — paper documents in binders, a rushed close at the end of the month and the start of the next one, and management and investor views built in Excel.

Documents were physical and went missing in the process. Invoices, receipts, and internal records moved between operations and the accountant on paper. From time to time, a document didn't make it to where it was supposed to go. When management asked a question, finding a specific cost took hours.

The monthly close wasn't predictable, and often reopened retroactively. Close timing moved depending on when all the documents were collected. Retroactive changes to already-closed months happened regularly — sometimes several months back. Reporting lost stability.

Cost approvals were informal. Who approved what, when, and why — leadership usually knew, but none of it was recorded. With a rising volume of transactions and an investor entering the company, it was clear this wasn't going to hold.

The solution

Capila took over the company's finance function and rebuilt it as a single flow — from document to approval to reporting.

Digital document capture. Paper documents were replaced with digital capture. An invoice arrives by email or is photographed on a phone. The system captures it, extracts the data, and routes it into the approval process. Every single cost has a digital record from the moment it's created.

Approvals with a full audit trail. Capila set up approvals by cost type. Every document follows a defined path — who, when, and why it was approved — and everything stays in the system.

Accounting on a single methodology. Accounting runs in the Pohoda system, with a consistent structure of cost centres and projects. Grants are kept separate from the regular operation — reports for the grant provider come straight from the books, not from a separate Excel. Once the month is closed, it stays closed. Retroactive changes are made only as exceptions, transparently.

Capila Reporting — financial performance every day. Management sees the current state of the company. Performance, cash flow, receivables and payables. The reporting is available to the CEO, COO, and to investors.

Support through the investment round. In the run-up to the investment round, Capila prepared the financial model, projections, and materials for investor due diligence. Communication with the investor's legal and financial advisors ran directly through the Capila team.

The outcome

No lost documents. Since the move to digital, not a single document has gone missing for posting. Every transaction has its record — traceable from a click in the report.

Monthly close delivered on time, month after month. Leadership knows in advance when the numbers will be available. Numbers from prior months stay stable, and the reporting built on them holds up.

Approval processes hold up under investor due diligence. The record of who approved what sits in the system, not in inboxes.

The investment round was successfully closed. MultiplexDX went through the investor round with finance documentation ready. The materials the investor asked for were pulled from live data in accounting — without a parallel ledger.

Management makes decisions on current and stable numbers. Hiring, lab investment, new cost categories — every decision has a concrete financial model behind it that's reliable.