Bookkeeping and Tax for Orange County Med Spas and Medical Practices
Bookkeeping, payroll, and tax for med spas, plastic surgery, and cosmetic dermatology practices across Orange County. Packages, two-entity setups, and California sales tax handled correctly.
Bookkeeping for OC Aesthetic Practices
Orange County has one of the highest concentrations of aesthetic medicine in the country. Plastic surgeons, cosmetic dermatologists, and med spas fill office buildings across Newport Beach and Irvine and down the coast to Laguna Beach. We provide med spa and aesthetic clinic bookkeeping, payroll, and tax work for these practices through our remote services division. We’re part of a Lenexa, Kansas firm that has handled tax and bookkeeping since 1995.
The books for an OC practice look different from a typical medical office. Patients pay out of pocket, often in advance, for treatment packages and memberships. The same front desk sells skincare that California taxes and injections that it doesn’t. Many med spas run as two companies because state law limits who can own a medical practice. Each of those details changes how the numbers should be recorded, and getting them wrong makes a practice look more profitable than it really is.
Monthly Bookkeeping
Monthly Bookkeeping
Books closed every month with a one-page summary you can read in a few minutes. Prepaid packages and memberships are recorded as treatments you still owe until patients come in and use them, so a strong sales month doesn’t hide a slow one. If the books are behind, we bring them current first.
Two Companies, Two Sets of Books
Two Companies, Two Sets of Books
California’s corporate practice of medicine rules lead many OC med spas to operate as a management company and a physician-owned medical corporation. Your attorney sets up the structure. We keep separate books for each entity and record the management fees between them consistently every month.
California Sales Tax
California Sales Tax
Take-home skincare, sunscreen, and supplements are taxable in California. The injections and treatments themselves generally are not. Rates also differ from one Orange County city to the next. We separate retail sales from treatment revenue, apply the right rate, and file your returns with the state on time.
Payroll and Commissions
Payroll and Commissions
Injectors and aestheticians are often paid a base rate plus commission. We run payroll through Gusto using the terms in your existing agreements and keep up with California’s rules on overtime, sick leave, and wage statements. Your team gets paid correctly and you stop rechecking the math after hours.
Orange County Practices We Work With
Aesthetic practices in Orange County cluster around Newport Beach and Irvine, with many more in Costa Mesa, Huntington Beach, Laguna Beach, and south county cities like Mission Viejo and Laguna Niguel. Patients here pay for results and a polished experience, and practices spend heavily on rent, equipment, and product to provide it. A full appointment book doesn’t always mean a healthy practice.
That’s why we look at profit per treatment after product cost and commissions in addition to total sales. Owners are often surprised to learn which services carry the practice and which ones barely break even. These are the practices we’re set up to support.
Med Spas and Injector-Owned Clinics
Med Spas and Injector-Owned Clinics
Nurse injectors who opened their own clinic, entrepreneurs who partnered with a medical director, and larger spas running lasers and body contouring. Many owners are excellent clinicians who never had to learn the finance side. We track product cost per syringe and unit, commissions, and package balances so you know what each service actually earns.
Plastic and Cosmetic Surgery
Plastic and Cosmetic Surgery
Surgical deposits often arrive weeks or months before the procedure, and patient financing companies pay out after taking their fee. We record both correctly and match facility, anesthesia, and implant costs to the right months. For surgeons who own the practice, our tax services for physicians include a yearly plan covering business structure, owner pay, and retirement contributions. California’s tax rates make that planning worth more here than almost anywhere else.
Cosmetic Dermatology
Cosmetic Dermatology
Many dermatology practices bill insurance for medical visits and take cash for cosmetic work in the same office. We keep the two revenue streams separate and check that the insurance collections your billing system reports actually reached the bank. If the practice owns its building, we keep the real estate books separate too.
Concierge and Wellness Clinics
Concierge and Wellness Clinics
Newport Beach and Irvine have a growing number of concierge doctors, hormone and weight-loss clinics, and IV and longevity practices. Revenue usually comes from monthly memberships, with supplements sold on the side. If you’re leaving an employed position to open one, we can set up the entity, books, and payroll before your first patient walks in.
Common Questions About This Area
You're based in Kansas. Why would an Orange County practice work with you?
Because the work happens in QuickBooks Online, Gusto, and a secure portal, not across a desk. Our remote division was built to serve practices outside Kansas City. Marcella Nichols, our President, spent seven years working for a Southern California company, and our CIO is a practicing neurosurgeon, so both the region and the medical side are familiar. We meet by video whenever you want to talk through the numbers.
Do you work with practices throughout Orange County?
Yes. Newport Beach, Irvine, Costa Mesa, Laguna Beach, Huntington Beach, Tustin, Mission Viejo, Laguna Niguel, Anaheim, and everywhere else in the county. Since everything is remote, your location doesn't change how we work with you.
Can you handle California sales tax on the skincare we sell?
Yes. We track retail product sales separately from treatments, apply the rate for the city where you sell, and file your returns on schedule. Sales tax filing runs $100 to $250 per month.
Our med spa has a management company and a medical corporation. Can you keep books for both?
Yes. This setup is common in California. We keep each entity's books separate and record the fees between them the same way every month. Each additional entity is $300 to $800 per month.
What does monthly bookkeeping cost?
Between $500 and $1,500 per month depending on the size and complexity of the practice. If your books are behind, catch-up is 75% of the monthly fee for each month we bring current. We'll give you an exact quote after a short conversation about your practice.
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