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Practice onboarding
From an unreliable file to normalized monthly statements you can underwrite decisions against.
What actually happens
The diagnostic coaching call
The file review
We take read-only access to your accounting file and tell you exactly what's wrong with it. Deferred revenue never recorded, a chart of accounts inherited from a generic template, owner draws mixed into operating expense, equipment financing expensed instead of capitalized. You get that assessment in writing, along with a fixed cleanup quote, before you commit to anything ongoing.
Cleanup
We rebuild the chart of accounts for your practice type, restate deferred revenue, separate provider compensation, set up inventory and cost of goods where relevant, and reconcile back to a defensible starting point. Most practices need 30 to 60 days here. Advisory starts once the numbers are reliable.
The close rhythm
Books close by an agreed date each month. You get a statement package built to be read: P&L, balance sheet, cash statement, and the operating metrics that matter for your vertical. Same format, same date, every month, so you can build a habit around it.
The monthly review
A scheduled call after each close. We walk the statements with you line by line: what moved, why, and what decision it points to before next month. This is the part nobody else does, and it's the reason clients stay.
The quarterly step back
Once a quarter we zoom out: trend lines, forecast against actuals, the decisions coming up in the next two quarters, and whether the practice is tracking toward whatever you're actually building toward.
What the engagement includes
- Books closed on an agreed dateSet at onboarding and held to, so you know when the numbers will be there.
- A chart of accounts built for your practice typeDental, optometry, veterinary, or mental health, structured around how that practice actually earns.
- Prepaid packages and plans recorded as deferred revenueCarried as a liability and released as care is delivered, so each month reflects work you actually did.
- Provider margin tracked by provider and service lineWhat each provider and each service contributes after its full cost.
- A scheduled call every monthSomeone who has closed your books walks the statements with you: what moved, why, and what it points to.
No long-term contract
Month to month, cancel with 30 days' notice.
What we do ask for is the first ninety days. Cleanup takes a month or two, and the read doesn't get genuinely useful until we have a few trustworthy closed months behind us. Judge us at month four, not month one.
Frequently asked
How long does onboarding take?
Timing depends on the state of the file. Practices with several years of neglected books take longer, and we say so up front rather than discovering it in month three.
What do you need from us to start?
Read-only access to your accounting file, bank and merchant statements, payroll reports, and your practice management reporting. We take it from there. You should not be assembling a data package for us.
What if we already have a CPA we like?
Keep them. We handle bookkeeping and CFO advisory; your CPA handles tax filing. We work with them directly and send a clean, closed year-end package so they are not reconstructing your year in April.
Can we start with bookkeeping only?
Yes. Some practices only need the foundation, and we would rather tell you that than sell you advisory you have no use for. Most add the read within a quarter once they see what a clean close looks like.