Bookkeeping for Richmond Mental Health Practices
Monthly bookkeeping, catch-up work, and payroll for Richmond mental health practices. You work directly with Aretha, remotely, from anywhere in the metro.
How I Work With Richmond Practices
Richmond has a deep bench of clinicians. Between the training programs, the hospital systems, and the community agencies around the city, a lot of people here eventually decide to hang their own shingle. They take a suite in the Fan or off Forest Hill Avenue, or they see everyone by video from a quiet room at home, and then they run into the part of private practice nobody covered in grad school. The money side.
I am Aretha. I spent more than 15 years as a licensed nurse working in mental health before I became a bookkeeper, so your week does not need explaining to me. Bookkeeping for therapists and other mental health professionals is the only work I do, and I do it myself. We meet over video and pass documents back and forth online, so being on opposite coasts changes nothing about how well I know your numbers.
Monthly Bookkeeping
Monthly Bookkeeping
Full-service monthly bookkeeping means transactions categorized, bank and credit card accounts reconciled, and a short set of reports that tell you what the practice earned and what it kept. Written plainly enough to read between sessions, with me available to walk you through anything that looks strange.
Catch-Up and Clean-Up
Catch-Up and Clean-Up
Some practices call me because the books were never started. Others call because the books exist and nobody trusts them. I handle both. Missing months get recorded and reconciled, miscategorized entries and duplicates get corrected, and you end up with a history you can stand behind.
Payroll and 1099s
Payroll and 1099s
If your payroll system is already up and running, I process each pay period so your team is paid on time and the entries land correctly in the books. At year end I prepare 1099s for associate clinicians, contract supervisors, and vendors, using information collected all year rather than scrambled together in January.
QuickBooks Set Up Right
QuickBooks Set Up Right
I am a QuickBooks ProAdvisor, certified at Level 2 with the Gold Badge. For a new Richmond practice, that means a chart of accounts built for mental health work instead of a generic template, accounts connected properly, and enough training that the software stops feeling like a chore.
Who I Work With Across the Metro
The practices I serve in the Richmond area look different from one another. A solo counselor downtown, a four-clinician group in Midlothian, a psychiatric nurse practitioner seeing patients back to back, an online practice reaching clients from Petersburg to the Northern Neck. What they have in common is a full caseload and a bank account nobody looks at until something feels off.
I want to be clear about the edges of my work. I do not handle insurance claims, credentialing, or coding. Once the money arrives from your billing service or your practice system, I reconcile the deposits against your bank so you can see what actually landed. If that fits what you need, book a consultation with me and we will talk through where your books stand right now.
Solo Therapists and Counselors
Solo Therapists and Counselors
LPCs, LMFTs, and clinical social workers who left agency or hospital work to build something of their own. I separate business from personal, reconcile session revenue, track license renewals and continuing education as the real expenses they are, and show you what a week of clinical hours actually earns.
Group Practices With Associates
Group Practices With Associates
Growing group practices in Short Pump, Glen Allen, and Chesterfield often add a clinician before they know whether the last one paid off. I record splits and salaries correctly, keep W-2 staff and 1099 contractors straight in the books, and report in a way that shows margin per clinician.
Prescribing Practices
Prescribing Practices
Psychiatric nurse practitioners and psychiatrists run higher visit volume with shorter appointments, and the books need to keep up. Coming from 15 years of nursing in mental health, I know the world you work in, and I keep your reporting brief enough to read between patients.
Telehealth Practices
Telehealth Practices
Plenty of Richmond clinicians now see clients across Virginia without ever opening an office. Platform subscriptions, merchant processing fees, and payouts that arrive on their own schedule all get reconciled, and home office records stay organized for your tax preparer.
Questions About This Area
You are based in California. Can you still handle my Richmond practice?
Yes. I work with mental health practices all over the country, and a good part of my day runs on Eastern time. We meet by video, trade documents online, and your books get closed every month. You work directly with me the whole way through.
What does it cost?
Full-service monthly bookkeeping starts at $165 a month. Payroll processing starts at $150 a month. Catch-up and clean-up projects are quoted per engagement after I look at what already exists. You will have a real number before you commit to anything.
My books are a year behind. Is that a problem?
Not for me. Falling behind is common when your calendar is full of clients. I record the missing months, reconcile the accounts, bring everything current, and then keep it current going forward. No lectures about how it got that way.
Do you prepare my tax return?
No. I keep your books tax-ready and hand clean records to whoever prepares your return, whether that is a CPA in Richmond or someone you have worked with for years. Most tax preparers are glad to get numbers they can rely on.
Can you run payroll for my group practice?
Yes, as long as your payroll system is already set up and running. I process each pay period so your clinicians and staff are paid on time. I do not build new payroll systems, so if you are starting from scratch, get the system in place and I will take it from there.
Helping the People Who Help Others
Let's Start With
a Short Conversation
Tell me where your books stand right now, even if the honest answer is that nobody has looked at them in a year. I'll ask a few questions and give you a clear idea of how I can help.
Other Areas
