Bring clinic activity into clear business reports
Payment platform settlements, receivables and practitioner fees should be reconciled consistently. We also help maintain supplier, payroll and expense records. The GST treatment of services depends on the circumstances, so a clinic-wide assumption is not always appropriate.
How we can help
- Patient and fund receipts
- Outstanding invoice tracking
- Practitioner settlement records
- Payroll support
- BAS and GST review
- Cash flow reporting
A process that fits your business
We begin with your existing software, reporting needs and the way work is approved. You tell us which information is already available and where the process becomes difficult. We then agree responsibilities, a record collection routine and a reporting schedule. We work with Xero, MYOB and QuickBooks and can coordinate with your existing accountant.
What to expect from our support
Your scope can cover a specific task or a combination of bookkeeping, BAS, payroll and reporting. We identify missing information and explain questions in plain language. Fees depend on transaction volumes, systems, complexity and the services included. You receive a quote before the agreed work begins.
Getting started
Tell us about your business structure, accounting software and the work you want help with. We review the information and agree the scope, responsibilities and fee before beginning. Existing accountant relationships can be retained, with a clear handover of the records needed.
During onboarding, we confirm access permissions, document collection and any authority required for lodgements. You keep control of approvals and receive questions where a transaction or decision needs your input.
Common questions from physiotherapy practices
How do you reconcile private patients, health funds and insurer payments?
We track each payment channel against clinic invoices and remittance reports. Patient gaps, insurer adjustments and payment delays are identified separately, so a bulk settlement can be traced back to the relevant invoices. Unpaid balances remain visible for your clinic team to follow up.
How should prepaid treatment packs and cancellations be tracked?
Keep a record of payments received, sessions used, refunds and any cancellation charges. We reconcile the package balance to your clinic reports and use the accounting treatment agreed with your accountant. That helps distinguish money collected in advance from sessions already delivered.
Can you reconcile payments to contractor physiotherapists?
We compare appointment or billing reports with the practitioner's agreement, including the agreed fee basis, refunds and any authorised deductions. The clinic approves the resulting payment statement. Separate records for employee wages and contractor settlements make the monthly reports easier to understand.
What records help with home visits and community physiotherapy work?
Use visit references to connect invoices, payments and associated costs. Keep travel records, parking receipts and details of equipment taken or purchased for outreach work, with private use identified. We organise this information for your accountant to assess the relevant expense treatment.
Can reports show how our clinic rooms or physiotherapists are performing?
If your practice software identifies the treating practitioner or location, we can report revenue and attributable costs by those categories. Shared rent, reception and other overheads need a consistent allocation method. Reports can also highlight cancellations, unpaid invoices and cash collection where the underlying data is available.
