Multi-practitioner clinics run on Jane. Their books run on QuickBooks or Xero. The gap between the two is where deposits stop matching, practitioner pay gets fuzzy, and year-end becomes a mess. Closing that gap is the only thing we do.
These are the five things clinic owners tell us they've given up trying to fix. They're all fixable.
Jane Payments batches split across days, fees come out in lumps, and the bank never ties to the Sales Report on the first try.
Percentage-of-collected splits, cross-period payments, and a Compensation Report that puts collections in odd periods. Paying a practitioner wrong is the error that hurts most.
Jane counts a 10-pack as revenue the day it sells. Your accountant (and the CRA) see a liability until the visits happen. Most clinic books never record it.
Teleplan, Pacific Blue Cross, TELUS eClaims: billed and collected are different numbers on different days, and write-offs hide in the gap.
Counselling exempt, massage taxable, retail taxable. Multi-discipline clinics have mixed supplies, and most books treat everything the same.
Twelve months of CSVs handed to an accountant in March is not a close. A monthly rhythm with numbers you trust is.
We pull your Jane reports and your ledger, reconcile one recent month, and hand you a written findings memo: what's tying, what isn't, what it's costing you, and exactly what to fix. Useful on its own even if we never speak again.
We build your clinic's close system: chart of accounts by discipline and location, Jane Payments clearing workflow, practitioner comp process, package and gift card liability schedules, insurance A/R policy, and tax mapping. Documented, so it survives staff turnover.
We run the rhythm: a ten-minute export ritual on your side, a closed set of books and a one-page owner summary on ours. Deposits tie. Comp is right. No March surprise.
Kevin Cosgrove is a fractional CFO who has spent his career fixing the hookup between operating systems and accounting systems — the unglamorous plumbing between the software that runs a business and the ledger that reports it. The Clinic Ledger is his clinic-focused practice, built specifically around Jane's reports, dates, and quirks. Also the founder of Steel City CFO, where he does the same work for construction firms.
One month reconciled, findings in writing, $500 flat. If your books are already clean, we'll tell you that too — that's a good outcome.
Book a Diagnostic AuditTell us a bit about your clinic and what's not tying out. One human reply from Kevin, usually within a day.