What kind of practice fits AD Keeps The Books best?
The short answer is a mental health practice with one to about ten people in it, located anywhere in the United States. I work remotely with clients coast to coast, so where your office sits matters a lot less than what kind of work happens inside it.
Within that, the range is wide. Therapists and counselors, psychologists doing testing and assessment alongside therapy, clinical social workers who just left agency work and are building business records for the first time, addiction and recovery counselors running individual and group sessions, psychiatric nurse practitioners managing medication visits, group practices with associates on payroll or on 1099, telehealth practices, and ABA providers with technicians in the field. Each of those has its own money rhythm, and I know what those rhythms look like on a bank statement.
Bookkeeping for mental health professionals is the only thing I do, and that came from somewhere. I was a licensed nurse for more than 15 years working in mental health before I ever opened QuickBooks. You will not spend our first call explaining what a superbill is, why private pay and insurance money land on different schedules, or what your EHR does. That part is already understood.
The owners who get the most out of working with me usually want the same handful of things. Books that are current rather than six months behind. Financials their tax preparer can actually use, so April is quiet. An honest view of what the practice earns and where the money goes. And one person who knows their practice, not a rotating team. When you email me, you get me. I do the work myself, which is why I keep the client list small enough to keep that promise.
It helps to be clear about what I do not do. I do not prepare tax returns. I keep your books tax-ready and hand off clean numbers, and questions about what you owe or how to plan belong with your tax professional. I run payroll for practices whose payroll system is already up and running, and I do not set payroll systems up. I also do not handle insurance billing, claims, credentialing, or coding, so if that is your main need, you want a billing specialist instead of me.
If your books are behind or messy, you are still a fit. That is where a lot of my clients start. Full-service bookkeeping starts at $165 a month, and pricing is worth confirming with me since scope varies by practice.
If any of this sounds like your practice, book a consultation and let’s talk it through.
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.
More Questions
How much should I set aside from each payment so taxes never surprise me?
Common guidance runs 25 to 30 percent of profit, and your tax preparer should confirm the right figure for your situation. The percentage applies to profit rather than to the full deposit, so knowing your real profit number is what makes the reserve accurate.
Read answerCan you run payroll for my group practice?
Yes, as long as your payroll system is already up and running. Aretha processes payroll every pay period and makes sure it posts correctly in your books. She does not handle initial payroll system setup, so a brand new practice would establish that first with its provider.
Read answerHow do no-shows and late cancellations show up in my numbers?
Mostly they show up as an absence, which is why they are so easy to miss. Cancellation fees you actually charge should sit in their own income category so you can see what you recovered, and the cost of the empty slots shows up as the gap between what was scheduled and what was earned.
Read answerHow do I know if my group practice actually makes money on each clinician?
Take what each clinician actually collected, subtract everything you pay them, then subtract a fair share of overhead. What is left is what that seat contributes. Run it person by person, because a practice-wide margin can look fine while one seat quietly loses money.
Read answerI'm leaving agency work to start a private practice. What financial setup do I actually need?
You need less than you think. A business bank account, a QuickBooks file set up for a practice instead of a generic business, a simple monthly rhythm starting your first month, and records your tax preparer will want at year end.
Read answerWhat does working together month to month actually look like?
After a short setup, most months are quiet on your end. I categorize your transactions, reconcile your accounts, send you a small list of questions, and deliver reports with notes written in plain language.
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