Bookkeeping for Health and
Wellness Professionals
Know what patients and insurers paid, what’s still outstanding, and what your practice owes its providers.
Paperless Books provides online bookkeeping for Canadian therapists, physiotherapists, travel nurses, wellness practitioners, and independent professionals in QuickBooks Online or Xero.
Hamilton, Ontario · Online bookkeeping across Canada
Where Practice Bookkeeping Gets Complicated
An appointment can be marked complete while part of the bill is still open. We follow the money from the appointment report to the bank and the practitioner statement.
Physiotherapy Clinics
The client and insurer may pay different portions of the same appointment. Both payments need to tie back to the original balance.
Counselling Practices
Track private-pay sessions, insurer payments where applicable, and outstanding invoices without moving clinical notes into the accounting file.
Massage Therapy Practices
When several practitioners share one payment terminal, session reports help explain each provider’s share of a payout.
Chiropractic Clinics
Prepaid visits, refunds, and product sales can each need a separate entry in the books.
Dietitians and Nutrition Practices
A practice may bill one-on-one appointments, workshops, and digital resources through the same system. Track those streams separately for reporting and tax review.
Multidisciplinary Wellness Clinics
Room rental, practitioner splits, and clinic fees can all appear in the same deposit. The provider agreement helps explain how to record each amount.
Independent Wellness Professionals
Match appointment and package payments to invoices so you can see what clients still owe.
Start with one appointment payment and trace it through the processor, bank, and provider statement.
What Your Practice Books Should Show
See Who Paid and What You Owe Providers
For example, on a $150 visit, a patient pays $50 and the clinic expects $100 from an insurer. We match the two receipts to the same visit and keep the unpaid portion visible until it settles or is adjusted.
When the clinic pays practitioners a share of collections, we check the settlement period, refunds, and any adjustments against the agreement. If the clinic collects on behalf of practitioners, we review that arrangement before deciding how to show the amounts in the books.
From Appointment to Settlement
We compare your practice software’s financial reports, payment processor batches, insurer remittances, and bank deposits. That helps distinguish a payment that’s still in transit from an invoice that’s still unpaid.
✔︎ Appointment and Payment Tracking
Separate appointment revenue, product sales, and other income in QuickBooks Online or Xero.
✔︎ Practitioner Payouts
Compare provider statements with the agreed split or rental arrangement and reconcile amounts paid.
✔︎ Clinic Bills and Expenses
Record rent, supplies, software, and provider-related costs in categories your practice can review.
✔︎ Monthly Reconciliation and GST/HST Review
Match bank deposits and review how taxable and exempt revenue are separated when both apply.
✔︎ Cleanup and catch-up
Review unreconciled deposits, old receivables, and practitioner balances before monthly service begins.
Bookkeeping Services for Health and Wellness Professionals
Choose monthly bookkeeping, cleanup, or help setting up the books around your practice’s billing workflow.
Practice Revenue & Monthly Reporting
Review monthly profit and loss, open receivables, and amounts still due to providers. If you’re self-employed and bill through a clinic, we can reconcile your clinic statements to your deposits and track business expenses separately.
Bookkeeping Cleanup & Catch-Up
We start with the last reconciled month, compare old deposits and provider statements, and check for double-counted revenue and stale balances. We quote catch-up separately from ongoing bookkeeping.
Payment Processor & Bank Reconciliations
We match card, e-transfer, and other receipts to financial reports and flag insurer or client balances that need follow-up.
GST/HST Bookkeeping Support
We separate revenue streams for GST/HST review, such as clinical sessions, workshops, and product sales. An exemption can depend on the service and who provides it, so we flag unclear items for your tax advisor.
Practitioner Splits & Room Rental
A fixed room rental and a percentage split are different arrangements. We review who invoices the patient, who collects payment, and how fees and refunds are shared before reconciling each provider’s balance.
Clinic Bills & Operating Expenses
Track rent, practice software, supplies, and other expenses separately from practitioner payouts.
Practice Software & Payment Setup
We use financial exports from your practice software to match payments and adjustments. For routine bookkeeping, we ask for the payment and invoice detail we need and keep clinical notes out of the accounting file.
QuickBooks / Xero Troubleshooting
We investigate duplicate payments, outstanding provider balances, and mismatches between the practice system and accounting file.
What You Can See at Month-End
Explain Each Practice Deposit
Match a bank deposit to the relevant payment batches without relying on clinical records for routine reconciliations.
See Who Owes What
See open client or insurer balances where you track them, plus provider amounts still outstanding.
See What the Practice Retained
Review appointment income alongside operating costs and amounts due to providers. The ledger reflects the arrangements in your scope.
Close the Books Each Month
Get reconciled accounts and monthly reports, with exceptions flagged for your review.
Health and Wellness Practice Software and Accounting Tools
We use QuickBooks Online or Xero for the books and review financial exports from your practice system. Tell us what you use today and whether insurer payments settle separately.
Accounting and receipt management
QuickBooks Online Dext Xero Hubdoc
Practice Software and Reports
Jane Cliniko Practice Better
Payroll
Wagepoint QuickBooks Payroll ADP Jane Payroll
Payment Processors
Stripe Square PayPal QuickBooks Payments Wise Airwallex Plooto Lightspeed POS System
Who Our Practice Bookkeeping Is For
We work with Canadian health and wellness businesses, from independent practices to multidisciplinary clinics.
Bookkeeping That Follows How You Bill
We Work With
- New practices
- Independent clinics
- Solo practitioners
- Group practices
- Appointment-based businesses
- Multi-provider clinics
Health and Wellness Niches
Health and Wellness Professionals
- Physiotherapists
- Counselors
- Massage therapists
- Chiropractors
- Psychologists
- Occupational therapists
- Acupuncturist
- Travel nurses
- Dental hygienists
- Dietetics and nutritionists
- Multidisciplinary clinics
- Independent wellness practices
Tell us how your practice bills, collects payments, and settles with providers so we can scope the work.
About Paperless Books
Paperless Books provides online bookkeeping across Canada from Hamilton, Ontario. Our work draws on more than seven years of accounting and bookkeeping experience.
We Start With One Payment Batch
We trace one deposit from the financial report to the bank, then review how provider amounts are settled.
QuickBooks Online and Xero
Our bookkeeping work draws on QuickBooks ProAdvisor and Xero Advisor credentials. We document how your sales, expenses, and payments reach the ledger.
A Written Scope for Your Practice
We confirm which accounts, providers, payment reports, and any catch-up work are included before work starts.
Client Testimonials
★★★★★
A client said they got answers to all their questions and would use the service again.
Bookkeeping Client
★★★★★
A client valued having reports, reminders, and records ready to share with their accountant.
Monthly Bookkeeping Client
★★★★★
A client said Paperless Books helped fix their QuickBooks records and bring their books up to date.
QuickBooks Cleanup Client
How Online Bookkeeping Works
Start with a free consultation. You approve the scope before work starts.
Step 1 – Book a Free Consult
Tell us how your practice bills. Share your practice software, payment methods, practitioner arrangements, and any deadlines. We confirm scope and pricing in writing.
Step 2 – Review Your Records
We trace an appointment payment. We compare financial reports with the bank and identify which settlement records we’ll need.
Step 3 – Close the Books Monthly
Get reconciled accounts and reports. We reconcile the accounts in scope, flag questions, and send monthly reports. At year-end, we can share reconciled records with your accountant.
Online Practice Bookkeeping Across Canada
Paperless Books is based in Hamilton, Ontario, and works remotely with health and wellness practices in Toronto and across Canada.
Frequently Asked Questions
How do you reconcile appointments and insurer payments?
We compare the practice system’s financial reports with payment records and bank deposits, and track open balances in scope.
Where an insurer pays separately, we review its remittance alongside any client payment and flag unresolved balances.
Which health and wellness practices do you work with?
We work with independent practitioners and group practices, including counselling, physiotherapy, massage therapy, and multidisciplinary clinics.
Can you clean up overdue practice books?
Yes.
We review older payments, provider statements, and bank activity, then quote the periods that need work.
Are practice and accounting software fees included?
Accounting and app fees are typically separate. We confirm any software costs in the written scope.
How often do you reconcile practice and practitioner balances?
We reconcile the practice’s bookkeeping accounts monthly.
For provider payouts, we compare the agreed split or rental terms with the settlement report.
We flag mismatches so the practice can review them before the next payout.
How do you record practitioner splits and room rental?
It depends on the agreement and who bills the client. We document the arrangement and use financial statements to reconcile the amounts owed and paid.
How do we share financial reports from our practice system?
We use financial reports and agreed access permissions. Routine bookkeeping can generally use payment and invoice information without clinical notes.
Is monthly bookkeeping a long-term commitment?
Ongoing bookkeeping is month to month. Your engagement letter sets out billing and cancellation terms.
Can I see results by provider or location?
Yes, when your financial reports identify the relevant providers or locations.
We review available exports and your accounting setup before agreeing on the reporting detail.
Can you handle taxable and exempt revenue in the same practice?
Yes. Qualifying psychotherapy and counselling therapy services can be GST/HST-exempt when the applicable conditions are met. We separate exempt services from taxable sales in the books and flag questions for your tax advisor.
How much does practice bookkeeping cost?
Pricing depends on transaction volume, provider arrangements, reporting needs, and any cleanup. We confirm the fee in writing. See what our online bookkeeping service includes.