Healthcare Providers
Practice revenue is complicated. We reconcile your patient software to make sure collections match what you actually earned.
The Industry
A chiropractor finishes a busy week. The practice management software shows 47 patient visits. Insurance claims went out. Some patients paid cash. A few bought supplements on their way out. The bank deposit for the week is $8,200. Does that match what the practice actually earned? Nobody knows without spending hours comparing reports line by line.
Healthcare practices run on specialized software that tracks appointments, treatments, and billing. That software does not talk to QuickBooks. The bank shows deposits but not where they came from. Insurance payments arrive weeks after the visit with adjustments and write-offs that need posting. Product sales mix with service revenue. Without someone reconciling all of it, you are guessing at your actual financial picture.
Who This Covers
Who This Covers
Chiropractic offices, veterinary clinics, and similar healthcare practices in Benton County and the greater Northwest Arkansas region. Independent practitioners running their own business while still treating patients every day.
What Makes It Complex
What Makes It Complex
Multiple revenue streams including services, product sales, and insurance reimbursement. Practice software that tracks patient activity but does not sync with accounting. Inventory for medications, supplements, or retail products. Payroll for staff with different roles and pay structures. Payment timing that does not match when work was performed.
What We Handle
The core work is matching what your practice software says you earned against what actually hit the bank. We pull the reports from your patient management system and reconcile them to deposits. Insurance payments get tracked against expected reimbursements. Cash and card payments get verified. When something does not match, we find out why.
Veterinary practices and chiropractors selling supplements need inventory tracked properly. Medications and products have costs that affect your margins. We set up QuickBooks to separate service revenue from product sales so you can see what is actually making money. Payroll for your front desk staff, vet techs, or massage therapists gets processed on schedule with tax filings handled correctly.
Revenue Tracking and Reconciliation
Revenue Tracking and Reconciliation
Daily or weekly reconciliation matching deposits to your practice management reports. Service revenue separated from product sales. Insurance payments tracked against expected reimbursements so you know when claims are underpaid or aging. A clear picture of what you earned and what you actually collected.
Inventory and Payroll
Inventory and Payroll
Medication and product inventory tracked monthly with cost of goods calculated. Staff payroll processed with proper tax withholding and deposits. Accounts payable managed so vendor bills get paid on time. QuickBooks configured to handle the different revenue types and expense categories specific to your practice.
Common Problems
Without regular reconciliation, you cannot tell if you collected what you earned. Insurance payments come with adjustments that someone needs to verify. Patient balances age without follow-up and become uncollectable. Cash transactions might not all make it to the deposit. A busy month can feel profitable but the actual numbers tell a different story once everything is tracked properly.
Inventory is especially problematic for veterinary practices. Medications get used for a clinic case but never charged to the patient file. Products expire on the shelf because nobody tracks what is moving. Ordering happens based on gut feeling instead of actual usage. Without regular counts reconciled to purchases and sales, you are losing money and have no way to know how much.
Revenue Leakage
Revenue Leakage
Insurance payments that arrive lower than expected with no one verifying the adjustment. Patient balances that sit for months because there is no system to flag and follow up. Cash payments that do not match the daily sheet. Small discrepancies that add up to thousands over a year.
Inventory Blindness
Inventory Blindness
Products used for clinic cases without being charged. No tracking of actual margins on retail sales. Medications ordered without knowing current stock levels. Expired products written off because ordering was not tied to usage. Shrinkage from any source going completely unnoticed.
What Changes
Monthly closes show what you billed versus what you collected. You can spot patterns. Which insurance plans consistently pay slower. Which services have the best margins. Whether your supplement or medication sales are actually profitable after product costs. Decisions become based on real numbers instead of how busy the schedule looked.
Payroll runs on schedule without taking your time. Inventory is counted and reconciled so you know what you have and what is moving. Vendor bills get paid without you tracking due dates. Tax time is not a scramble because the books have been maintained all year. You get back the hours you were spending on financial paperwork and put them toward running your practice.
Financial Visibility
Financial Visibility
Clear reports showing revenue by type. Inventory costs tracked against sales so you see real margins. Monthly profit and loss statements that reflect reality. Data to make decisions about pricing, staffing, and which services or products deserve more focus.
Time Back for Patient Care
Time Back for Patient Care
Books closed monthly without your involvement. Payroll processed and filed. Vendors paid on schedule. Bank reconciliations completed before statements get stale. You focus on patients and let someone else handle the numbers.
Northwest Arkansas's Dedicated Bookkeeping Partner
The Next Step:
A Quick Conversation
Tell us about your business and where you need help. We'll listen, ask a few questions, and give you a clear plan and honest price.
