Med spa bookkeeping for packages, memberships and card payouts
Most of a med spa's money comes in by card, and a lot of it before the treatment happens: packages, memberships, gift cards. The books have to show what was sold, what was delivered and what reached the bank, with product costs next to the treatments that use them. Sorso does this every month for med spas doing $0.5M to $10M a year, as part of our healthcare accounting service.
- For practices
- $0.5M–$10M
- Price
- From $2,000/mo
- Books closed
- 15 business days
- Guarantee
- 45-day money back
What does a med spa bookkeeper do?
A med spa bookkeeper records every sale, payout and bill, reconciles the bank and card processor each month, and keeps track of prepaid packages, memberships and gift cards until they are used. A good one also books injectable and product costs so you can see the margin on each treatment, and calculates provider commission from the sales report before payroll.
What is different about these books
Card payouts arrive net and in batches
The card processor pays out several days of sales at once, minus its fees. Patient financing companies pay net of their discount, and refunds and chargebacks come back out of later payouts. Each payout is matched to the sales it covers and the fees are recorded as costs, or revenue looks lower than it was and the fees disappear.
Packages, memberships and gift cards
Money for a package or gift card arrives months before the treatments. The books should show how many prepaid treatments you still owe, and membership revenue should be visible on its own line. Whether you report on a cash or accrual basis is your CPA's decision; either way you need the record.
Injectables and products
Neurotoxin, filler and skincare purchases are booked as the cost of the treatments and retail sales they go into, and retail products are kept apart from services. Without that, there is no way to see the margin on a treatment or spot product that was used but never charged for.
Commission and medical director fees
Injectors and aestheticians are often paid commission on what they sell or perform. We calculate it from the sales report before payroll and book it by provider. The medical director's fee is booked the same way every month, so month-to-month comparisons mean something.
What we do every month
- Bank, card processor and financing accounts reconciled
- Card payouts matched to sales, with processor and financing fees recorded
- Prepaid packages, memberships and gift cards tracked until used
- Injectable, product and retail costs booked consistently
- Commission booked by provider, by location if you have several
- Books closed within 15 business days of month end, with a P&L and balance sheet
Who it is for
- Med spas and aesthetic practices doing $0.5M to $10M a year
- Owners whose booking or POS system shows more sales than the bank received
- Practices selling packages, memberships or financing
- Owners with one location or several, who want each one's numbers on its own
If you are a new med spa still below about half a million dollars a year, a bookkeeper who serves small practices will cost less than we do.
Questions owners ask
How much does med spa bookkeeping cost?+
Sorso's healthcare accounting, which includes the monthly bookkeeping, starts at $2,000 a month, plus a one-time onboarding fee that depends on how much cleanup your books need. After onboarding it runs month to month, and the first 45 days carry a money-back guarantee on the monthly fee.
Is Sorso a med spa CPA?+
No. Sorso is not a CPA firm and does not file tax returns. We keep the books, close each month and report on it, and hand your CPA tax-ready books at year end. Most owners keep the CPA they already have; the CPA's work gets faster because the books arrive clean.
What is the difference between this and your med spa accounting service?+
It is the same service and the same price. This page describes the bookkeeping part: recording, reconciling and closing the month. Our med spa accounting page describes what we do with those books each month, such as injectable margins, membership and package revenue, and profit by provider.
Can you work from our booking and payment software?+
Yes. We keep the books in QuickBooks Online or Xero and reconcile them against the sales, payout and commission reports from your booking and payment systems.
Can you clean up past months?+
Yes. Onboarding includes a catch-up review of classification, reconciliation and revenue issues, resolved in the first 30 to 60 days. How much cleanup your books need sets the one-time onboarding fee.
Do I have to sign a long contract?+
No. After onboarding the service runs month to month, and the first 45 days carry a money-back guarantee on the monthly fee.
Related
Med spa accounting →
The full monthly service: injectables, memberships, provider profitability.
Fractional CFO for med spas →
Device purchases, marketing spend and new locations, from $4,000/mo.
Med spa revenue cycle →
Where sales recorded in your booking system go missing before the bank.
Case study: dermatology and med spa group →
The provider with the most revenue made the least profit.
Talk it through
Want Stan to look at this for your clinic?
Stan Sukhinin, CFA, founded Sorso in 2020: a fractional CFO and accounting firm for outpatient clinics across the US, with accounting from $2,000 a month and fractional CFO from $4,000. Book a free 30-minute call, bring the question and, if you have it, last month's P&L, and he will tell you what he would check first.
Founder of Sorso and a CFA charterholder. Before Sorso, Stan spent 19 years in corporate finance at institutions including UniCredit and Société Générale — managing a $450M loan portfolio and making senior partner at a major mezzanine lender by 29 — then built a fractional CFO firm exclusively for outpatient healthcare clinics.