Industries
Medical and dental practices
Finbryn reconciles insurance reimbursements and patient payments separately so a medical or dental practice can see actual collections, not one blended merchant deposit. We track provider-level income, coordinate payroll for a mixed staff, and record equipment and practice loans as assets and debt inside QuickBooks Online or Xero.
Management report
Illustrative client · August 2026
USD
| Line | Aug | Jul | |
|---|---|---|---|
| Revenue | 142,380 | 131,904 | +10,476 |
| Cost of sales | (51,260) | (48,115) | (3,145) |
| Gross profit | 91,120 | 83,789 | +7,331 |
| Payroll | (46,300) | (45,900) | (400) |
| SoftwareNoted | (6,480) | (5,490) | (990) |
| Rent | (8,000) | (8,000) | 0 |
| Other operating | (9,215) | (9,870) | +655 |
| Net income | 21,125 | 14,529 | +6,596 |
Reviewer's note
Software is up on last month after two seats were added mid-month. Revenue includes one milestone invoice that will not repeat next month.
Illustrative. An example of the document, not a client's figures.
Exceptions report
Where the books usually hurt
Insurance reimbursements arrive weeks after the visit and net against adjustments that never get itemized
Merchant deposits from patient copays and insurance payers get recorded as one number, not split by source
Payroll for a mix of associates, hygienists and staff gets coded inconsistently month to month
Equipment purchases and practice loans get mixed into operating expense instead of tracked as fixed assets and debt
Insurance reimbursements are not one number
A practice's merchant deposit from a given day often combines patient copays, insurance reimbursements and adjustments the payer made unilaterally, all netted into a single figure before it reaches the bank. Recording that deposit as one line item makes it impossible to see how much of a practice's revenue is actually collected from patients versus insurers, or how large adjustment write-offs are running each month.
Finbryn reconciles merchant deposits against practice management or billing system reports so patient collections, insurance reimbursements and adjustments are recorded separately. When reimbursements land weeks after a visit, they get matched back to the original charge rather than recorded as unrelated income in whatever month the check arrives.
Provider-level tracking and mixed payroll
Practices with multiple associates, hygienists or specialists often want to know which provider is generating which revenue, which requires income and related direct costs to be tagged by provider rather than pooled across the whole practice. We build that structure into the chart of accounts where the practice management system supports it.
Payroll for a mix of salaried associates, hourly hygienists and administrative staff gets coordinated through the practice's payroll processor and coded consistently, so a comparison of staff cost month over month is actually comparable, not distorted by inconsistent categorization.
Equipment, loans and working with Finbryn
Equipment purchases like imaging machines or dental chairs get tracked as fixed assets and depreciated, and practice loans get tracked as debt with interest and principal split correctly, rather than both landing in operating expense and distorting the practice's real profitability.
You keep your QuickBooks Online or Xero file. A named pod manages your account, with a recorded handover memo if that pod changes, and books are reconciled weekly with the close by business day five. Practices switching from a local bookkeeper or catching up after a gap typically start with a catch-up project, priced separately from ongoing monthly bookkeeping. Pricing is published on our pricing page, and every file is reviewed by a senior principal before it reaches you.
Questions
Frequently asked questions: Medical and dental practices
Do you reconcile insurance payer deposits separately from patient payments?
Yes. Merchant deposits are broken down using practice management or billing reports so patient collections and insurance reimbursements are recorded separately.
Can you support a multi-provider practice?
Yes. Provider-level income and related cost tracking can be built into the chart of accounts where the practice management system provides that detail.
How do you handle equipment purchases like imaging machines?
Equipment is recorded as a fixed asset and depreciated over its useful life, rather than expensed entirely in the month it was purchased.
Do you coordinate payroll for a mix of employees and contractors?
Payroll coordination works with your existing processor to make sure salaried, hourly and contractor staff are all coded consistently in the books.
How do you handle HSA and FSA payments from patients?
HSA and FSA card payments post through your processor the same way a regular card payment does, but they carry different reconciliation and, in some cases, substantiation requirements. We separate these payments from other patient revenue in your books so a payer audit or reimbursement question has a clear trail.
What are the common bookkeeping challenges for a medical and dental practices business?
Beyond the basics, payroll for a mix of associates, hygienists and staff gets coded inconsistently month to month and equipment purchases and practice loans get mixed into operating expense instead of tracked as fixed assets and debt come up often in this industry. We build the chart of accounts and reconciliation process around those specific patterns rather than a generic template that ignores how the business actually operates.
What software do you support for medical and dental practices?
We work inside QuickBooks Online and Xero, along with the other tools listed on this page that are common in the medical and dental practices industry. If you have no file yet, we set one up in your name so you own it from day one.
Related services
- BookkeepingMonthly bookkeepingOngoing monthly bookkeeping: transactions sorted into categories, accounts reconciled and month-end reports delivered in the software you already use.
- BookkeepingCatch-up and cleanup bookkeepingMonths or years of books brought up to date and reconciled, with a written record of every adjustment, so monthly bookkeeping can start from a clean base.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.