Bookkeeping for medical & dental practices

Why Practice Books Are Different

Revenue that arrives in pieces

A practice's income doesn't land as one clean deposit. Patient payments come through card processors that batch daily and take their fees out before the money hits the bank. Insurance reimbursements arrive as EFTs and checks on their own schedule, often weeks after the visit. If those deposits aren't reconciled carefully against what was actually collected, your books drift from reality a little more every month — and by tax season, nobody trusts the numbers.

We reconcile every merchant batch and insurance deposit to the penny, categorize supplies, lab fees, and equipment correctly, and close your books monthly. To be clear about scope: we handle the business side of your books — we don't do medical billing or claims. Your billing stays where it is; we make sure what it produces is recorded right.

The number every owner watches: overhead

Practice owners think in overhead percentage. Generic bookkeeping buries it. We structure your QuickBooks chart of accounts so your monthly reports show collections, overhead ratio, and profit in a form you can act on — and compare month over month. When you meet with your CPA or a practice consultant, the financials are already in their language.

• Merchant-processor and insurance deposit reconciliation, net of fees
• Monthly overhead-ratio and collections reporting by the 15th
• Supplies, lab fees, and equipment purchases categorized correctly
• Staff payroll managed on your QuickBooks Online Payroll subscription — by a certified payroll professional
• Discreet, confidential handling with a single point of contact — you or your office manager
• Direct CPA coordination at tax time

Books behind because the practice got busy? Start with a free file review — we scope the cleanup and quote it fixed before any work begins.

FAQ

Common questions from practices

Do you handle medical or dental billing?

No — and that's deliberate. Billing and claims stay with your practice management system and billing team. We handle the business side of your books: reconciling the deposits your billing produces, categorizing expenses, running payroll, and delivering accurate monthly financials. Clean separation, no stepped-on toes.

Can you work with our office manager instead of the doctor?

Absolutely — most of our practice clients prefer it. You designate a single point of contact, whether that's the owner or the office manager, and all requests and reports flow through them. The owner stays informed without being interrupted.