Bookkeeping for therapy group practices
Monthly QuickBooks bookkeeping for private-pay therapy and counseling practices in Los Angeles. Deposits matched to what clients paid, clinician pay tracked, and books your CPA can file from.
A group practice earns money in small pieces. Dozens of sessions a week are paid by card through your practice management software or a processor like Stripe or Square. The processor takes its fee and deposits what is left, often several days of sessions in a single deposit. Meanwhile clinicians are paid as employees or contractors, sometimes on a percentage of what they bring in.
If the books only record the deposits, the numbers are off in ways that matter. Revenue looks lower than it is, the processing fees disappear, and it becomes hard to tell whether a clinician's pay matches the sessions behind it.
Larchmont Bookkeeping focuses on service businesses with small teams, including private-pay group practices. We are a QuickBooks Online ProAdvisor practice in Larchmont, near Hancock Park and Koreatown, and we work remotely with practices anywhere in the US. See how monthly bookkeeping works, or start with a QuickBooks cleanup if the file is behind.
The problem
Where practice books usually go wrong
- Processor deposits recorded as income, so the fees are never counted and revenue is understated.
- One deposit covering many sessions, with no way to tie it back to what was actually billed.
- Clinician pay that nobody has checked against the sessions it is supposed to reflect.
- Rent, supervision, CE courses and software all sitting in one catch-all expense account.
- Owner pay and personal spending mixed in with the practice accounts.
What we handle for group practices
Deposits matched to payouts
We use your processor's payout reports to record the full amount clients paid and the fees taken out, so every deposit ties back to real revenue.
Clinician pay tracked
W-2 pay through your payroll provider and 1099 contractor payments are each recorded properly, with contractor totals ready for January 1099s.
No clinical records needed
We work from deposit and payout totals, bank statements and payroll reports. We do not need session notes, diagnoses or treatment details to do your books.
Expenses that mean something
Rent, supervision, continuing education, insurance and software each get their own place, so you can see what running the practice really costs.
Every account reconciled
Bank, credit cards and your processor balance are matched to their statements every month.
One report by the 10th
What the practice collected, what it spent, what it paid clinicians, and a short note on what changed. One page.
Who this fits
Private-pay therapy, counseling and psychology group practices with roughly 3 to 15 clinicians. If you also bill insurance, tell us in the consultation. Insurance payments and adjustments add work, and we will be straight about whether we are the right fit.
Questions
Do you work with SimplePractice, TherapyNotes or other practice software?
We work from the payout and deposit reports your practice software or payment processor produces, alongside your bank statements. We do not need logins to your clinical records.
Will you need access to client or patient information?
No clinical information. Payout reports sometimes list who paid, but we do not need session notes, diagnoses or treatment details, and we will not ask for them.
Do you handle insurance billing?
No. We do not submit claims or chase insurers. Our focus is private-pay practices. If some of your income comes from insurance, we can talk through whether the books are still a good fit.
Can you track how much each clinician brings in and is paid?
Yes. We can tag income and clinician pay so you can compare them each month. The exact setup depends on your QuickBooks Online plan and what your practice software reports.
How much does bookkeeping for a group practice cost?
One flat monthly fee, with no hourly billing and no contract. It depends on your volume of deposits, accounts and clinicians, so we quote it after a free consultation once we have seen your books.
We also work with marketing and creative agencies and architects and interior designers.
Books as organized as your practice.
Start with a free consultation. We look at your books and tell you honestly what needs doing. Nothing to sign.
Schedule a free consultation