Dental & Med Spa Bookkeeping in
Orlando, FL

Shea Business Solutions handles bookkeeping for dental practices and med spas across Orlando, FL, businesses where insurance deposits, prepaid packages, and retail product sales all land in the same bank feed. The books run in QuickBooks Online, kept by a Level 2 ProAdvisor and Certified Payroll Specialist who answers the same business day. If production was strong last month but the bank balance says otherwise, the ledger is where the answer lives.

A dental office gets paid twice for the same visit: the patient portion at the front desk and the insurance portion weeks later. Unless both are tracked against the visit, revenue lands in the wrong month and the practice looks slower or busier than it really was.

Med spas carry a different problem. Packages and memberships are sold up front, sometimes months before the appointments happen, and product sold off the shelf behaves nothing like an injectable service on the profit and loss.

Insurance Deposits, Patient Payments, and Clean Revenue

The bank feed shows deposits, not visits. An insurance payment covering a stack of claims arrives as one lump, card payouts arrive net of processing fees, and a patient balance settled in March belongs to work done in January. Booked straight off the feed, none of it reads correctly.

We record revenue by what was actually earned and break processing fees out as their own expense, then reconcile every account monthly so deposits never double-count through undeposited funds. What comes out the other side is a profit and loss that tracks production rather than whenever the money happened to show up.

Prepaid Packages, Memberships, and Retail on Its Own Line

A med spa that sells a six-session package has collected money it has not earned yet. We record packages and memberships as a liability and recognize revenue as sessions are delivered, so a strong sales month cannot disguise a slow treatment month, and money already spoken for does not get spent twice.

Retail is its own lane. Skincare and product sales generally carry Florida sales tax where most services do not, and product margins have little in common with service margins. We keep product revenue and product cost on separate lines so the tax side and the margin side both stay readable.

Payroll for Clinical and Front-Desk Teams

Practice payroll mixes salaried clinicians, hourly front-desk staff, and often commission arrangements for injectors and estheticians. Each one posts differently, and a commission calculated off the wrong revenue number compounds every single pay period.

Payroll setup and processing runs under a Certified Payroll Specialist and posts straight to the books, so labor cost is a number you can hold up against production. We rebuilt payroll this way for an Orlando restaurant that was six months behind, fifteen employees on a weekly schedule, and the discipline transfers: get the setup right once and every later pay run is boring. The full picture is on our payroll services page.

Equipment, Software, and the Rest of the Balance Sheet

Chairs, imaging equipment, and lasers are financed purchases that belong on the balance sheet, with each loan payment split between principal and interest instead of dumped into one expense line. Get that wrong and the profit number and the debt picture are both fiction.

Practice-management and booking software is the other seam. We set up and troubleshoot third-party integrations with QuickBooks Online so appointment revenue flows in clean instead of being keyed twice. That is the same integration work that connected a Lake Nona fitness studio's Mindbody account to its books, with financials solid enough to secure a $75,000 expansion loan.

• Revenue recorded as earned. Insurance, patient, package, and retail income each on its own line, in the right period.
• Prepaid packages as liabilities. Sessions recognize revenue when delivered, never when sold.
• Payroll posted to the books. Salaried, hourly, and commission pay handled by a Certified Payroll Specialist.
• Monthly reconciliations. Every account tied out so deposits never double-count your income.

Behind on the Books? Start There

Practices fall behind the way every busy business does: the patients keep coming and the ledger keeps waiting. If you are months back, we get you current first with catch-up bookkeeping, then move you onto flat-rate monthly bookkeeping so it stays current.

Monthly service starts at $200 and scales with transaction volume. Cleanup projects are quoted after a free review of the file, so you know the number before any work starts.

Frequently Asked Questions