Medical and MedSpa
Bookkeeping

Dental offices have a financial rhythm that feels simple on the surface but becomes complicated once production, collections, lab fees, and insurance reimbursements start moving at different speeds. Clean bookkeeping brings all of these moving parts together so a dentist can see what the practice actually earned, what it spent, and what needs attention before it turns into a problem. When the financials are organized, dentists get the clarity they need to make decisions without guessing.

​

How Dental Revenue Is Recognized

​

Dental practices rarely collect revenue the moment services are delivered. Production might be entered today, the insurance payment might arrive weeks later, and the patient balance might be collected at a later visit. Without clean bookkeeping, it becomes difficult to understand what the practice actually earned versus what is still owed. Accurate dental bookkeeping requires clear reconciliation between production reports, collections reports, and the practice management software so revenue reflects real activity.

​

Production vs. Collections

​

Every dental office tracks both production and collections, but these numbers are often confused or blended together. Production shows the value of the work performed. Collections show the money actually received. Dentists need both metrics, but they need them separated and tied back to their financial statements. Clean bookkeeping ensures that production reports match what is expected and collections tie to actual bank activity so the practice knows whether insurance payments and patient payments are coming in as planned.

​

Reconciling Patient AR from Practice Software

​

For many dental practices, patient accounts receivable is the most difficult part of the bookkeeping process. The practice management software shows one balance, while QuickBooks shows another. The two must be reconciled regularly or they fall out of sync. A clean workflow includes matching deposits to daily reports, verifying insurance payments against expected reimbursements, and tying patient payments to the correct procedures. When this is done well, the AR becomes a useful indicator instead of a mystery number.

​

Managing Lab Fees, Supplies, and Materials

​

Dental practices have a unique set of expense categories that can skew financials if not tracked properly. Lab fees, materials, supplies, molds, retainers, and other case-specific costs need accurate categorization so margins stay visible. When lab fees are mixed with general supplies or coded inconsistently, the doctor loses visibility into profitability and cannot tell whether certain procedures are performing the way they should. Clean expense tracking keeps these categories separate and meaningful.

​

Payroll and Staff Compensation

​

Hygienists, assistants, and front office staff make up a large portion of a dental practice’s overhead. Their compensation must be tracked in a way that aligns with production and collections so the doctor can understand true staffing costs. Clean payroll bookkeeping ensures wages, taxes, and benefits are accurate, posted on time, and tied to the correct period. This becomes even more important for practices that scale, add providers, or move to more complex compensation structures.

​

Month-End Reconciliations and Reporting

​

Accurate month-end financials are only possible when every deposit, payment, and adjustment is reconciled. For dental practices, this means tying QuickBooks to the bank, tying the bank to the deposit logs, and tying the deposit logs to the practice software. When everything aligns, the practice gets clean financial statements that reflect real activity. Consistent month-end reporting gives dentists visibility into whether the practice is growing, holding steady, or falling behind.

​

Clean dental bookkeeping requires:

​

• Accurate tracking of production and collections

• Regular reconciliation of patient accounts receivable

• Clear categorization of lab fees and dental supplies

• Consistent payroll management for hygienists and staff

• Reliable month-end reconciliations and financial reporting

​

What Clean Financials Look Like in a Dental Practice

​

When dentistry bookkeeping is done well, the practice gains full visibility into its performance. The doctor can see daily production, monthly collections, and the true cost of running the office without digging through reports. Lab fees are clear, payroll matches expectations, AR stays in line, and the financial statements reflect reality rather than estimates. With this clarity, a dentist can plan, grow, and invest confidently instead of reacting to surprises.