Your schedule is full. So why doesn’t the bank agree?
You just had a strong month. The chairs were full, hygiene was booked solid, and production looked great. Then you open the bank account and wonder where it all went.
Most of the time, nothing is wrong with your clinic. Something is wrong with how the money gets recorded. An insurance EFT lands in the bank but never reaches the patient ledger. A lab bill gets deducted twice. A collection gets posted under “no provider”, and an associate’s payout comes up short.
It’s no one’s fault. Your front desk is juggling patients, insurance calls, CDAnet and Instream errors. And general bookkeeping software has never heard of a split rate.
That’s the gap we fill. I’m Magdalena Smillie, a Certified Professional Bookkeeper (CPB), and dental and medical clinics are what our team knows best. We keep your books accurate every month, so you can see what your clinic really earns and your accountant gets clean numbers at year-end.
What Clinic Owners Say
What Our Dental Bookkeeping Covers
Everything your clinic needs each month, done by people who know how a dental office runs.
The Mistakes We Fix Most Often
We see these in most clinics we work with. None of them mean your team is doing a bad job. They mean the process has a gap.
Pro Tip: Every Friday, grab a coffee and match your practice software totals to your bank feed. Ten minutes a week catches a lot before it grows.
Not sure which of these is happening in your clinic? The free Clinic Scorecard takes 3 minutes.
We Speak Dental
Dentrix, Cleardent and Tracker are great at tracking teeth, not transactions. We connect what they report to what is actually in your bank, using the systems you already have.
Messy Books or a New Office? Start Where You Are.
Maybe your last bookkeeper left the books months behind. Maybe you’re opening a second office and the numbers for both are tangled together. We see both often, and neither one rattles us.
We clean up the past first, then keep it clean every month. No lectures about how it got that way. One owner of several dental clinics wrote in a Google review that Magdalena “never makes me feel rushed or judged.” That’s how we work with everyone.
One clinic came to us a year into operations, right at their first fiscal year end. Their accountant opened the file and found that the books had been kept by dropping bank statement balances into the general ledger, with no reconciliation behind them.
The accountant sent the owner to us. We redid the whole year: revenue reconciled properly, expenses sorted into the right categories. Filing on the old numbers would have left the owner paying tens of thousands of dollars in tax they did not actually owe. Their accountant filed from the corrected books instead.
How We Work With Your Clinic
We work from our Vancouver office and connect to clinics anywhere in Canada, so it doesn’t matter where your clinic is.
Two Clinics, Two Different Problems
What Does Dental Bookkeeping Cost?
We don’t publish prices, because every clinic’s books are different. A solo practice with tidy books and a three-office group that’s a year behind need very different amounts of work, and catch-up work is hard to predict until we’ve seen it.
So we look first. After the practice review, you get a clear monthly quote with no surprises.
Questions Dentists Ask Us
Let’s Make Sure Your Hard Work Shows Up in Your Bank
Book a free 30-minute consultation. We’ll look at where your numbers stand and tell you plainly what we would fix first.
Prefer to start on your own? Take the free Clinic Scorecard. It takes 3 minutes.