Monthly Bookkeeping
Your books are closed every month and summarized on one page you can read in a few minutes. If the books are behind, we bring them current first. For practices that bill insurance, we check that what your billing system says was collected actually reached the bank.
What This Is
Monthly bookkeeping means your practice’s financial records are recorded, reconciled, and closed every month. Every deposit, payroll run, supply order, rent payment, and loan payment is recorded in QuickBooks Online and matched against your bank and credit card statements. When the month is closed, the numbers are final and you can rely on them.
This service is built for independent medical and healthcare practices. That includes physician and surgical practices, behavioral health groups, med spas, direct care clinics, and therapy practices. The work is done by a team that learns how your practice runs and keeps working on your books month after month. You will not be passed around a call center.
Each Month
Each Month
We record and categorize every transaction. We reconcile your bank accounts, credit cards, and loans. We match insurance payments, patient payments, and card processor deposits to what actually landed in your account. Anything we can’t identify comes to you as a short list of questions instead of a guess.
The One-Page Summary
The One-Page Summary
After the close you get a one-page summary of the month. It shows what came in, what went out, and what was left over. It also points out anything unusual, like a jump in supply costs or a drop in collections. You can read it in a few minutes and know where the practice stands.
Where Practices Get Stuck
Most practice owners we meet are not short on effort. They are short on time. The books get pushed to evenings and weekends, then to next month, then to tax season. By the time anyone looks closely, months of transactions are sitting uncategorized and nobody remembers what half of them were for.
Medical practices also have a problem that most small businesses don’t. Your billing system reports what it believes was collected from insurers and patients. Your bank shows what was actually deposited. Those two numbers are often different, and in many practices nobody is assigned to compare them.
Catch-Up Comes First
Catch-Up Comes First
If your books are behind when we start, we bring them current before the regular monthly work begins. This is part of the service, not a separate project with a separate contract. We work through the backlog month by month until the books are reconciled and up to date, and then we keep them that way.
Collections Against Deposits
Collections Against Deposits
Each month we compare collections reported by your billing system with the deposits in your bank account. Gaps can come from payments posted to the wrong patient, insurer takebacks, payments sent to an old account, or copays that never made it to the bank. We show you what doesn’t match so you or your billing team can follow up while it is still recent enough to fix.
What Changes
Once your books are current and closed every month, you stop guessing. You know what the practice earned last month and where the money went. You can see whether a new hire, a new provider, or a new piece of equipment is paying off. Decisions get made with real numbers instead of a feeling about the bank balance.
Clean monthly books also make everything else easier. Our enrolled agents prepare taxes from records that are already reconciled. Tax planning can happen during the year instead of in a rush in March. If a lender or a buyer ever asks for financial statements, they are ready.
Money You Might Have Missed
Money You Might Have Missed
Insurance payments that were posted but never deposited are easy to lose track of. Checking collections against deposits every month gives you a chance to recover money that would otherwise go unnoticed. For many practices this check is the most valuable part of the service.
Evenings Back
Evenings Back
You no longer spend nights sorting transactions or wondering if the books are right. Your involvement comes down to answering a few questions each month and reading a one-page summary. The rest is handled by people who have done bookkeeping and tax work for practices and families since 1995.
A Family-Run Firm Since 1995
Let's Talk About
Your Practice
Tell us about your practice and where you could use some help.
