Bookkeeping for Therapists and Wellness Practices
Scarlet Ibis Bookkeeping provides bookkeeping for therapists, gyms, and wellness practices that juggle multiple revenue streams and staff payroll. We reconcile session payments, retail or package sales, and insurance deposits, then keep payroll and reporting accurate so you know where the practice stands each month.
Who we serve
Therapists and counselors
Solo practitioners and group practices billing clients directly or through insurance.
Gyms and fitness studios
Studios with membership dues, class packages, and retail sales.
Wellness and spa businesses
Massage, skincare, and wellness providers with service and product income.
Multi-provider practices
Practices with contractor or W-2 staff who need payroll handled correctly alongside the books.
Challenges we solve
- Session fees, insurance deposits, packages, and retail sales all hit the bank account differently and can get mixed up if they are not tracked separately.
- Running payroll for contractors, part-time staff, or multiple providers adds a layer most practices are not set up to manage well.
- Insurance reimbursements often land in the bank days or weeks after the service, which makes it hard to match income to the right month without proper reconciliation.
- Retail and package sales need to be tracked separately from service income to see what is actually driving revenue.
- Without clean monthly reports, it is hard to know if the practice is growing or just staying busy.
Keeping multiple revenue streams straight
A wellness practice rarely has just one kind of income. Session fees, insurance payments, class packages, memberships, and retail sales can all move through the same bank account. We set your books up to track each revenue stream separately so you can see what is actually driving the practice, not just a total deposit amount.
We also reconcile insurance deposits against the services they cover, so income lands in the right month even when the payment arrives late.
Payroll that keeps up with your team
Whether you have contractors, part-time staff, or multiple providers on the schedule, payroll needs to be accurate and on time. We are QuickBooks Payroll Certified ProAdvisors, so payroll runs correctly alongside the rest of your books instead of as a separate headache.
How we help
- Revenue tracked separately by service, package, membership, and retail sales
- Insurance deposits reconciled against the services they cover
- Accurate payroll for contractors, part-time staff, or multiple providers
- Monthly reports that show how the practice is actually performing
- QuickBooks Online and QuickBooks Payroll set up and maintained correctly
Common questions
Can you handle payroll for a practice with a mix of contractors and employees?
Yes. We are QuickBooks Payroll Certified ProAdvisors and can manage payroll for contractors, part-time staff, and multiple providers, including the related tax filings.
We take insurance payments that arrive weeks after the appointment. How do you handle that?
We reconcile insurance deposits against the services they are paying for, so income is recorded against the correct month instead of just showing up as a lump deposit.
Do you separate service income from retail or package sales?
Yes. We track service fees, packages, memberships, and retail sales as separate categories so you can see which parts of the practice are actually generating revenue.
We are a small practice with just one or two providers. Is this still worth it?
Yes. Even a small practice benefits from accurate reconciliation and payroll, especially once insurance payments and staff schedules are involved.
Ready for books that keep up with your practice?
Book a free consultation and we will map out bookkeeping and payroll that fit how your practice earns.