These aren’t just bookkeeping errors—they’re cash leaks that erode trust and drain profit.
That’s where Stellar Accounts comes in. We specialize in dental clinic bookkeeping that closes the gaps, fixes the errors, and gives you back the one thing you can’t get enough of: peace of mind. So you can focus on what matters: your patients, your team, and growing your practice.
Who We Are: Canada’s Dedicated Dental Bookkeeping Specialists
Not generic bookkeepers. Not part-time freelancers. Fully specialized dental financial experts.
At Stellar Accounts, we’re not a general bookkeeping firm trying to figure out dental on the fly.
We specialize exclusively in dental and medical clinic bookkeeping—and we’ve been doing it for 15 years across Canada.
Every clinic we work with teaches us something valuable. Over the years, we’ve become the team that dental owners call when:
→ Associate payouts stop matching collections
→ Insurance EFTs hit the bank but not the ledger
→ Cash flow feels tight despite strong production
→ Hygiene schedules hide thousands in profit leaks
→ Year-end reconciliation becomes overwhelming
We’ve seen it all. And more importantly, we’ve fixed it all.
👥We understand clinics
We work with dental clinics every single day — not restaurants, not retail. Just clinics.
🇨🇦 100% Canadian
Our team understands CRA, provincial rules, GST/HST for dental, and the unique structure of clinical revenue.
💙Trusted by 50+ clinics
From solo practices to multi-provider clinics, we’ve helped owners bring clarity back to their books.
What Makes Us Different
We’re not a large agency pushing files across desks.
We’re a specialized dental bookkeeping partner who knows exactly how clinics run — and where money gets lost.
The Bottom Line
After 15 years and 50+ dental clinics, here’s what we’ve learned:
Your books aren’t just about compliance. They’re about confidence.
Confidence that your associates are paid fairly.
Confidence that your lab costs are accurate.
Confidence that your profit is real—not just a number on paper.
Confidence that you can make big decisions without second-guessing the data.
That’s what we deliver. Every single month.
Bookkeeping for Dental Clinics — Our Services:
Everything you need to run a profitable, predictable practice.
📘 Monthly Reconciliation
Full bank reconciliation, A/R matching, correct provider assignment, prepayment tracking.
👥 Associate & Lab Cost Reconciliation ⭐
Provider-level collections, lab invoice matching, payout calculations, year-end reconciliation.
🏥 Insurance & Collections Management
Claim tracking by provider, payment posting, A/R aging, short payment follow-up.
💰 Cash-Flow Clarity
30-90 day forecasting, breakeven targets, healthy clinic ratios, monthly reviews.
💼 Payroll & Compliance
Multi-rate processing, T4/ROE prep, CRA remittance, benefits support.
📋 Tax Planning & Year-End
Tax prep support, CRA audit documentation, tax-saving strategies, quarterly reviews.
The Costly Errors We Prevent Every Month
General bookkeepers miss these—and they cost you thousands:
❌ Error #1: Associate Payouts on Outdated Rates
The cost: $8,200 underpaid. Trust eroded.
We prevent it: Monthly split rate tracking and reconciliation.
❌ Error #2: Lab Costs Deducted Twice
The cost: Profit appears lower or associates overpaid.
We prevent it: Monthly lab payment reconciliation by provider.
❌ Error #3: Insurance Payments Sitting Unposted
The cost: Associates short on collections. A/R inflated.
We prevent it: Post and reconcile every insurance payment monthly.
❌ Error #4: Collections Posted Under “No Provider”
The cost: Money in bank, ledger doesn’t show it. Associates’ payouts short.
We prevent it: Track and reassign all collections correctly.
❌ Error #5: Hygiene Schedules Quietly Losing $3K–$15K/Month
The cost: Unbooked hours, gaps, cancellations draining revenue.
We prevent it: Calculate unbooked hours and show exactly where revenue is leaking.
❌ Error #6: Cash Flow Doesn’t Match Production
The cost: High production, low bank balance. Confusion and poor decisions.
We prevent it: True cash-flow tracking—no more guessing.
❌ Error #7: Missing A/R Follow-Up (The Silent Killer)
The cost: $5,334/month disappearing—short payments, rejections, voids.
We prevent it: Full A/R + EFT + deposit matching every month.
How We Work With Your Dental Clinic
We’ve refined our onboarding into a smooth, stress-free process that gives you clarity fast—without taking time away from your clinic.
💬STEP 1 — Free 30-Minute Consultation
What happens:
• We talk about your current bookkeeping challenges
• You show us what’s working—and what’s not
• We answer any questions about dental-specific bookkeeping
• We confirm whether we’re the right fit for your practice
No pressure. No obligation.
Just clarity and direction.
📄STEP 2 — Practice Review & Custom Proposal
What we do:
• Review your books, PMS, and workflows
• Identify the gaps causing cash flow problems
• Map out exactly what needs fixing
• Give you clear, transparent pricing
Timeline: 3–5 business days
🔄STEP 3 — Seamless Onboarding (We Do Everything)
We handle 100% of the transition:
• Connect Dentrix / Tracker / Cleardent
• Sync accounting software (QBO, Sage)
• Fix historical reconciliation if needed
• Set up reporting + monthly cadence
• Train your admin team on any small adjustments
Your time required: Just 2 hours total
📊STEP 4 — Ongoing Monthly Service
Every month, we manage:
• Full bookkeeping & reconciliation
• Associate payout + lab cost matching
• Insurance EFT posting
• Cash flow visibility
• Financial reports you can actually understand
We also support year-end, taxes, and CRA documentation—so you never feel behind again.
Ready to get started?
Let us take bookkeeping off your plate—so you can focus on patients, team, and growth.
Real Results From Real Dental Clinics
Don’t just take our word for it — here’s how we’ve helped dental clinics across Canada regain clarity, improve cash flow, and protect profitability.
Case Study 1: Multi-Chair Dental Clinic, Vancouver BC
The Challenge
A busy multi-chair clinic saw **$3,000–$8,000/month discrepancies** in associate payouts.
Trust between the owner and associates was slipping — and no one could identify where the numbers were going wrong.
What We Found & Fixed
– Split rate changes were never applied in the software
– Lab invoices were being deducted twice
– Insurance payments hit the bank — but not the ledger
– A total of **$18,000** in misallocated funds discovered
– No monthly reconciliation process in place
The Result
– Associates trust their payouts again
– Owner has clear visibility into profitability by provider
– Monthly admin time dropped by **12 hours**
– Books finally match reality — every dollar accounted for
Case Study 2: Solo Practice, North Vancouver BC
The Challenge
A solo dentist was spending 15+ hours every week on bookkeeping, payroll, and admin tasks — usually late in the evening after seeing patients.
She felt overwhelmed, behind, and unable to grow her practice because she had no time left.
What We Found & Fixed
– Bookkeeping done manually after hours
– Automated reporting, EFT matching, and month-end processes
– Built a simple, clean system for communication + uploads
– Held monthly financial clarity meetings so she always knew her numbers
The Result
– Owner saved 60 hours per month
– Gained capacity to see 8 more patients weekly
– Annual revenue increased by $48,000
For the first time, our associate payouts finally make sense. No more confusion, no more disputes — just clean, accurate numbers we all trust
The moment Stellar took over, everything changed — I gained hours, clarity, and room to grow. From 15 Hours of Bookkeeping Stress → 60 Hours of Time Freedom
Want results like these for your practice?
Most dentists don’t need a better system — they need a better partner.
Someone who understands dental bookkeeping, who catches problems before they grow, and who takes the weight off your shoulders.
Or take our Free Clinic Financial Scorecard (no email required):
Your clinic deserves clarity — not chaos. Let’s fix your financials so your practice can finally grow with confidence.