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Bookkeeping Built for How Therapists Get Paid
Insurance panels, Headway, Alma, Stripe, and private pay all deposit money differently. We match every deposit to what you actually earned, track the fees taken out, and give you books you can trust.
What Monthly Bookkeeping Includes
- Every deposit matched. We tie platform payouts and insurance payments back to your actual earnings, so your income reflects your sessions, not just what landed in the bank.
- Fees tracked as expenses. Processing and platform fees are recorded as deductible business expenses instead of disappearing.
- Accounts reconciled. Your bank and credit card accounts are reconciled monthly, so the numbers are complete and accurate.
- A clear monthly report. You'll see revenue, expenses, and profit in plain terms, plus how much to set aside for taxes.
Platforms We Work With
- Headway
- Alma
- Grow Therapy
- SonderMind
- SimplePractice
- Stripe
- Insurance panels
We work with these every month, along with direct insurance panels and private-pay clients.
The 1099 Problem
At year-end, therapists often receive 1099s that don't match their records. Platforms may report amounts before fees, and the same income can show up on more than one form. We reconcile every 1099 to your books, so your income is reported once and correctly, and your return doesn't trigger an IRS mismatch notice.
Deductions Therapists Often Miss
- Continuing education, conferences, and related travel
- License renewals and professional memberships
- Clinical supervision and consultation groups you pay for
- Professional liability insurance
- EHR, telehealth, and scheduling subscriptions
- Assessment materials and office supplies
- A home office that meets the IRS requirements for regular and exclusive business use
Your EHR stays as it is. We never need client names, session notes, or other protected health information. Your books need only deposit amounts and payers.
Bookkeeping Questions
Why Don't My 1099s Match What I Was Paid?
Platforms and card processors often report gross amounts before their fees, and some income can appear on more than one form. For example, a platform may issue a 1099-NEC while a card processor reports the same payments on a 1099-K. We reconcile every form to your actual deposits so income is reported once, and correctly.
Do You Need Access to My EHR?
No. We work from your bank and payment platform records. Your EHR stays private, and we never need client names or session details.
What If My Books Are a Mess?
That's what catch-up bookkeeping is for. We bring the earlier months current at $200 per month cleaned, with a $750 minimum, and then your monthly package starts fresh. No judgment; it happens to almost everyone.
Do I Have to Switch Bookkeeping Software?
Your EHR, such as SimplePractice or TherapyNotes, stays exactly as it is. For bookkeeping, we work in QuickBooks Online and Xero. If you already use one of those, nothing changes. If you use something else or a spreadsheet, we'll move your books over during onboarding and handle the transition for you. The software subscription isn't included in our package prices.
Get Books You Can Actually Trust
Book a free 20-minute discovery call. You'll talk with a CPA, get straight answers, and leave knowing where you stand.