Bookkeeping & Software for Fast growing Physio Clinic
Hey everyone,
I'm an accountant (public and construction industry) in Alberta , Canada, and my partner is a physio who opened her clinic about 2 years ago. It has grown pretty quickly — what started as a single-practitioner clinic is now a multidisciplinary clinic with Physios, Kinesiologists, OTs, Speech, etc.
Right now, they use a third-party bookkeeper who handles the bookkeeping through QBO. We recently hired a receptionist, and the goal is to eventually move most of the day-to-day bookkeeping/admin work in-house, with me overseeing the accounting and reporting while not giving up my job.
The issue we're running into is that all of the practitioners use Jane for appointments, billing, payments, and tracking outstanding balances. There isn't currently a direct connection/automation between Jane and QBO, so the QBO reconciliations aren't particularly meaningful. There's a lot of manual work involved in trying to tie everything together.
As the clinic continues to grow, I'd like to set things up properly rather than just keep adding more manual processes.
The main things I'm hoping to figure out are:
- How to build some basic policies/procedures so reception can handle the day-to-day transactions consistently.
- The best way to get the relevant information from Jane into QBO without creating a ton of unnecessary manual work.
- How other clinics/accountants structure the monthly reconciliation between Jane, the bank, and QBO.
- Eventually, I'd like to have the bookkeeping/accounting done mostly in-house, with me doing the oversight and more complex accounting.
For anyone who has worked with clinics using Jane + QBO, how have you structured this?
Do you import individual transactions/invoices into QBO, use summary journal entries, or have another workflow that works well?
Also interested in any good resources, SOPs, or general advice for setting this up properly from the beginning.
Thanks!