Bookkeeping for private practice.

You went into practice to do the work, not to fight a payer report at nine at night. We can take that part off your plate.

Private practice has a bookkeeping problem most industries simply do not have. It comes down to one thing: the money arrives in a shape that has nothing to do with the work you did.

Why your deposits never match your sessions

You saw thirty clients this week. Your bank shows one deposit from a payer, for an amount that matches none of it.

That deposit covers many clients across many dates of service, arrives weeks after the sessions happened, and is net of contractual adjustments and write-offs. Another payer sends a different lump sum on a different schedule. Private pay lands separately. Card payments run through your practice software and arrive net of processing fees, so those do not match either.

Reconciling that back to real revenue is the actual job here, and it is where most practice books quietly fall apart. The usual result is that revenue looks wrong, write-offs are invisible, and you genuinely cannot tell whether taking that insurance panel was worth it.

We map it properly. Each payer, private pay, and processing fees all get their own home, so your Profit & Loss shows what you actually earned and what it actually cost you to collect it. If you want the plain-English version of how to read that report, we wrote a free guide.

Your books will not contain client information

This is the part practice owners ask about first, and rightly.

Bookkeeping works from bank statements, deposits, invoices and payer remittances. It does not require a diagnosis, a session note, or a client name, and we do not want any of them. If a report from your practice software exports with client names attached, we will ask you for a version without them. There is no reason for that information to live in an accounting file, and the cleanest way to protect it is for it never to arrive.

Practical, not performative. Your accounting file holds amounts, dates and categories. That is all it needs.

What we handle for practices

• Payer deposits reconciled to real revenue, with contractual adjustments and write-offs visible instead of buried.
• Private pay tracked separately from insurance, so you can see the mix and what each one actually nets you.
• Practice software mapped to QuickBooks. SimplePractice, TherapyNotes and similar systems, including card payments that arrive net of fees.
• Associate clinicians paid and tracked. Contractor payments recorded all year, W-9s collected as you hire, and 1099s prepared and filed before January 31.
• Payroll bookkeeping for group practices, so your books agree with your quarterly filings.
• Owner pay recorded correctly, whether you take draws as a sole proprietor or a salary through an S-Corp. Our free guide on that explains why it matters.
• Quarterly estimated taxes supported. Nothing is withheld from what you earn, so the numbers have to be right and on time. The 2026 dates are here.
• Year-end coordination with your CPA, included, not billed separately.

Solo, or a group that grew

A solo practice usually has simple books that just need to stay current. One bank account, one card, a couple of payers, and a person who would rather not spend Sunday on it.

Group practices are a different animal. More accounts, associate clinicians to pay, payroll that has to agree with the filings, sometimes a second location. That is where things drift, and it is usually the year the practice grew that we end up cleaning up.

Either way, if you are behind, you do not have to be embarrassed. We have seen it, it is fixable, and cleanup is genuinely our favorite kind of project.

Where we are

True North Co. is in Hugo, Minnesota. We work with practices across the Twin Cities and the whole state, almost always remotely, because nobody needs to drive anywhere for this. Statements come in through our private client portal, questions get answered by phone or text, and reports land by the 15th once we have what we need.

Real numbers are on our pricing page, because you should not have to book a call to find out what something costs.

Will you see my client information?

No, and we do not want to. Bookkeeping works from bank statements, deposits and invoices, not from clinical records. We never need a diagnosis, a session note, or a client name to do this job. If your practice software exports reports with client names on them, we will ask you for a version without them, because there is no reason for that information to sit in your accounting file.

Why do my insurance deposits never match my sessions?

Because a payer deposit is one lump sum covering many clients and many dates of service, paid weeks after the sessions happened, minus contractual adjustments and write-offs. Your bank sees one number. Your schedule saw thirty appointments. Reconciling those two things is the core of bookkeeping for a practice, and it is the piece most people give up on.

I use SimplePractice or TherapyNotes. Does that work with QuickBooks?

Yes. Practice software is where the clinical and scheduling side lives, and QuickBooks is where the money side lives. The two need to be mapped to each other properly, especially when card payments run through your practice software and land in the bank net of processing fees. Set up right, this is straightforward. Set up wrong, your revenue is overstated and your fees are invisible.

I have associate clinicians. Are they contractors or employees?

That is a legal and tax classification question for your CPA or attorney, and it is worth asking before year-end rather than after. What we do is make sure whichever way you are set up is recorded correctly, contractor payments are tracked all year, W-9s are collected as you go, and the 1099s are prepared and filed before January 31.

How much does bookkeeping for a private practice cost?

A solo practice with one bank account and one card usually fits our entry tier, which starts at $350 a month. Group practices with payroll, several accounts, or associate clinicians to pay generally land between $500 and $800. Price is driven by how many accounts have to be reconciled each month, not by how much you bill.

Do you do my taxes?

No. Taxes are not our lane. We keep your books clean and current all year so your CPA has exactly what they need, which usually makes your return faster and cheaper. We work alongside great CPAs and are happy to introduce you.