InsightTrack Bookkeeping gives therapists full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
Private practice bookkeeping is unusual in that the revenue is easy to earn and hard to record. A session is billed to insurance, partially paid weeks later, adjusted, and the client is invoiced for the balance. Card payments arrive through the EHR net of fees. Some clients pay privately, some on a sliding scale, and some get refunded. By the end of a month the bank deposits bear little resemblance to the sessions delivered.
InsightTrack sets up practice books that reconcile the EHR and payment processor to the bank, track revenue by payer type — insurance, private pay, EAP — and by clinician in a group practice, and keep clinician pay, whether W-2 or 1099, coded against the revenue they produced. We never need client names or clinical information; the books run on totals from your practice management system.
Built for solo practitioners and group practices across Arkansas and remotely nationwide — LPCs, LCSWs, LMFTs, psychologists, and multi-clinician practices.
What Makes Bookkeeping for Therapists Different
Insurance revenue that arrives in pieces
Claims are paid partially, adjusted, and reversed. We reconcile ERA/EOB remittances from your clearinghouse or EHR to bank deposits so revenue by payer is accurate and outstanding claims are visible.
EHR and card processing
SimplePractice, TherapyNotes, and Ivy Pay batch card payments and deposit them net of fees. We match deposits back to sessions, record processing fees, and handle refunds and no-show charges correctly.
Group practice clinician pay
Whether your clinicians are W-2 on a percentage split or 1099 on a per-session rate, we track pay against the revenue each clinician produced so you can see margin by clinician without exposing anyone's client data.
Owner pay and taxes
S-corp salary, draws, quarterly estimates, and retirement contributions get tangled in most practice books. We keep owner compensation clean and separate so your CPA can plan and you know what the practice actually pays you.
How We Set Up Your Books
Practice books use a professional-services chart of accounts with revenue by payer type and, in a group practice, by clinician; clinician compensation and processing fees as cost of revenue; and overhead below for rent, EHR and telehealth software, liability insurance, licensing and CEUs, marketing, and office. No protected health information is ever needed — we work from EHR summary reports and bank activity.
- Revenue by payer — insurance, private pay, EAP, and sliding scale tracked separately
- EHR and processor reconciliation — SimplePractice, TherapyNotes, or Ivy Pay deposits tied to sessions net of fees, refunds recorded
- Clinician cost by clinician — W-2 splits or 1099 rates coded to the revenue each produced
- Owner compensation separated — salary, draws, and distributions tracked correctly for your CPA
- Payroll tied out monthly — Gusto or QuickBooks Payroll reconciled to the books
The Numbers We Track for Therapists
Every client gets a monthly P&L, balance sheet, and cash flow statement. For therapists we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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Revenue per session and payer mix
Average collected per session by payer type, and how the mix is shifting. The clearest signal for whether to keep, add, or drop a panel.
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Margin by clinician
In a group practice, what each clinician's caseload contributes after their compensation — without any client-level data.
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Outstanding insurance receivables
Billed but unpaid claims by payer and age, so slow payers and denied claims are chased before they're written off.
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Owner take-home
What the practice pays you after clinicians, fees, rent, and software — the number that tells you whether the group model is working.
Serving Therapists in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with therapists in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve therapists in Texas and nationwide. See all locations.
Frequently Asked Questions
Do you need access to client information?
No. We work from summary reports in your EHR or practice management system and from bank and processor activity. Client names, notes, and diagnoses never enter the books.
Can you reconcile SimplePractice or TherapyNotes to my bank?
Yes. We match card batches and insurance remittances to bank deposits, record processing fees and refunds, and track outstanding claims so revenue by payer is accurate every month.
I run a group practice. Can you show profit by clinician?
Yes. Revenue and clinician compensation are tracked by clinician so you can see each clinician's contribution margin, whether they're W-2 on a split or 1099 per session.
What does bookkeeping for a therapy practice cost?
Flat-rate packages start at $300 per month, which covers most solo practices. Group practices with multiple clinicians, insurance billing, and payroll would usually run $500 to $1,200 per month depending on volume.
Do you serve therapists in Arkansas?
Yes. InsightTrack is based in Conway and works with private practices in Little Rock, Conway, Northwest Arkansas, and statewide, plus remotely nationwide.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.