QuickBooks Online Setup & Training
QuickBooks Online set up around how a mental health practice actually earns and spends, with hands-on training so you can use it with confidence. Configured by a QuickBooks ProAdvisor who knows what a practice's books should look like.
What This Is
QuickBooks Online is a good tool. Most of the trouble people have with it starts on the very first day, when the file gets opened and loads a default chart of accounts written for a general business. From there, every session payment and every subscription charge gets pushed into a category that almost fits. Months later the reports look official and tell you very little about your practice.
This is a one-time engagement to get that first day right. I build a chart of accounts around how a private mental health practice actually earns and spends, connect your bank and credit card accounts so the transactions come in cleanly, set the preferences the way they should be, and then sit with you and show you how to work in it. I am QuickBooks ProAdvisor certified, Level 2, with the Gold badge, and I do the work myself.
The Setup
The Setup
Income accounts that match the ways money reaches your practice, whether that is private pay, insurance deposits, supervision, or group work. Expense accounts for the real costs of a practice, including your EHR and software subscriptions, liability insurance, licensing and continuing education, office rent, and testing or clinical materials. Bank and card feeds connected, opening balances entered, and the file organized so nothing has to be guessed at later.
The Training
The Training
We meet by screen share and go through the parts you will actually touch. How to review and accept transactions, what a good weekly habit looks like, where your reports live, and how to pull a profit and loss when you want to know how the month went. Plain language, at your pace, with room for every question. You can reach out afterward when something comes up.
Why It Matters
The choices made when a file is created follow you for years. Categories that were close enough in month one turn into reports nobody can read in year three. Duplicate income shows up because deposits were entered by hand and then imported again from the bank. Personal spending mixes in because there was never a clear place to put it. None of this happens because the owner was careless. It happens because software was set up in a hurry, in between clients, with no one to ask.
Getting the foundation right costs far less than fixing years of records later. If your books already exist and you do not trust them, this service pairs naturally with Clean-Up Bookkeeping. I correct the history, rebuild the structure underneath it, and hand you back a file that finally reflects your practice.
New Practices
New Practices
If you are just opening your doors, this is the easiest time to do it properly. One conversation about how you plan to see clients and get paid, one afternoon of setup, and your books start out clean. You will never have to unwind a year of guesswork, and you will know from your first month what your practice is earning and what it costs to run.
Established Practices
Established Practices
Plenty of practice owners have been in QuickBooks for years and still open it with a knot in their stomach. Rebuilding the setup gives you a fresh start without abandoning what you have already built. Same practice, same history, structure that makes sense, and someone who will show you how to use it.
What Changes
You open QuickBooks and understand what you are looking at. The categories use words from your own work, so a report reads like your practice instead of a stranger’s. You can pull a profit and loss in a couple of clicks and see what a week of clinical hours actually earned after the subscriptions, the rent, and the insurance came out.
Year end also gets quieter. I do not prepare tax returns, and I keep records in the shape your tax preparer wants to receive them, which saves you both time and questions. If you would rather not carry the monthly work at all, Full-Service Bookkeeping picks up right where the setup leaves off. Book a consultation with me and tell me where your practice stands. We will figure out what you need together.
Numbers You Trust
Numbers You Trust
Reconciled accounts, categories that mean something, and reports you can act on. When you are deciding whether to raise your fee, add an office day, or bring on an associate, you are working from real figures instead of a hunch about how the month felt.
Confidence In The Software
Confidence In The Software
Training is what makes the setup last. Once you know which screens matter and which ones you can ignore, keeping up takes a few minutes a week. You stop avoiding the money side of your practice, and that headspace goes back where it belongs, to the people you sit with every day.
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.
