Bookkeeping That Understands the Heart of Your Practice

You didn’t become a coach, consultant, or therapist to deal with spreadsheets and invoices.
You got into this work because you care deeply about people.
Because you wanted to make a difference.
Because you have a gift for helping others grow, transform, and heal.

🍃 Tracking session notes, client packages, and retainer agreements

🍃 Managing no-shows and rescheduling requests

🍃Invoicing multiple clients with different billing arrangements

🍃 Balancing your rates with making your services accessible

🍃 Wondering if you’re tracking expenses correctly for taxes

🍃 Spending evenings on admin when you’d rather prepare for sessions

And honestly? That’s not why you started this work.

We get it. We’ve worked with enough coaches, consultants, and therapists to know the financial side often feels overwhelming—not because you can’t handle it, but because it drains energy you want to give to your clients.

That’s where we come in.
We handle your books with the same care and attention you bring to your practice.

So you can close your laptop at the end of the day and actually rest.

We work with a beautiful variety of professionals who help others grow and transform.

• Leadership & Executive Coaches (C-suite, team development, career transition)
• Business Coaches (startups, small business, sales, marketing)
• Life & Personal Coaches (wellness, relationships, spiritual growth, financial)

• Strategy & Operations (business strategy, process improvement, change management)
• Specialized Consultants (HR, marketing, technology, financial, organizational development)

• Clinical psychologists helping people navigate anxiety, depression, and trauma
• Registered psychotherapists holding space for deep healing
• Marriage and family therapists rebuilding relationships
• Trauma therapists helping clients reclaim their stories
• Grief counselors walking alongside people in loss
• Addiction counselors supporting recovery journeys

• Solo practitioners working independently
• Group practices sharing space and support
• Virtual practices serving clients online
• Hybrid models (coaching + consulting, therapy + coaching)
• Multi-location practices
• Practitioners with multiple revenue streams (1:1, group programs, workshops, courses)

Let’s be honest about what makes your bookkeeping uniquely challenging:

You’re managing multiple service models — all at different prices, schedules, and rules.

For Coaches:

• Hourly coaching sessions
• Monthly retainer packages (3 months, 6 months, 12 months)
• VIP intensive days
• Group coaching programs
• Online courses and digital products
• Speaking engagements and workshops
• Corporate training contracts
• Affiliate commissions from tools you recommend

For Consultants:

• Project-based fees
• Monthly retainers
• Hourly consulting rates
• Implementation fees
• Speaking fees
• Workshop facilitator fees
• Percentage-based performance bonuses
• Sub-contractor payments you manage

For Therapists:

• Individual session fees
• Couples or family session fees (different rates)
• Group therapy sessions
• Insurance direct billing
• Private pay clients
• Initial assessments vs. ongoing sessions
• Psychological testing fees

How we help:

We track each revenue stream separately, so you always know what’s coming in — and can make heart-centered decisions about your practice sustainability without guilt or confusion

Clients pay in different ways:

• Full payment upfront for 6-month packages
• Monthly installments over 12 months
• Split payments (half now, half later)
• Session-by-session as they go

The bookkeeping question: When do you record the revenue? When they pay? Or when you deliver the service?

How we help:

We handle revenue recognition properly (for your taxes and cash flow clarity) while tracking what’s been paid, what’s outstanding, and what’s been delivered.

Your time is your inventory. When someone doesn’t show up or cancels last-minute, it affects your income.

• Did you charge the cancellation fee?
• Was this a first-time no-show (grace) or repeat (policy applies)?
• Did they pay the missed session fee yet?
• Are you tracking this consistently?

How we help:

We track your cancellation policy consistently, so you don’t have to remember who paid what. You set the boundaries; we handle the details with compassion and accuracy.

If you work with corporate clients:

• Invoicing the company, not the individual
• Net 30, Net 60 payment terms (waiting for payment)
• Purchase orders and approval processes
• Multiple people to invoice within one company
• Tracking which workshops/sessions have been delivered vs. invoiced

How we help:
We manage corporate billing, track outstanding invoices, follow up on delayed payments, and ensure you’re paid for all services delivered.

If you’re in a group practice or sharing space:

• Who’s paying what percentage of rent?
• How do you split the admin assistant’s salary?
• What about that expensive CRM or EHR software subscription?
• Is everyone actually paying their share?

When numbers aren’t clear, trust erodes. And that affects the whole practice.

How we help:
We create transparent allocation formulas so everyone knows exactly what they’re paying and why. No surprises. No resentment. Just clarity.

You submit claims. You wait. You wait some more. Sometimes insurance pays in full. Sometimes they short you and you don’t notice. Sometimes they reject a claim and you miss the notification.

How we help:
We track every insurance claim, match every payment, identify short payments, and flag delayed claims—so you know exactly what’s outstanding and can follow up when needed.

Is your home office deduction calculated correctly? Are you tracking mileage properly for client meetings? Can you deduct that coaching certification course? What about that conference you attended?

Most coaches, consultants, and therapists don’t love tax season. There’s always that nagging worry: Did I miss something? Am I going to get audited?

How we help:
We track everything throughout the year, so tax time is calm, not chaotic. And if CRA ever comes knocking, your records are audit-ready.

💙 We Get Your World

Whether you’re coaching executives through leadership transitions, consulting with startups on growth strategy, or helping clients heal from trauma—we understand your business model.

You don’t have to explain retainers, packages, or sliding scale fees to us. We already speak your language.

🔒 We Respect Your Boundaries & Confidentiality

We know you’re boundaried about client confidentiality. We are too.

Your financial data is handled with the same care you bring to your client work. Secure. Private. Professional.

⚖️ We Don’t Judge Your Numbers

Some months are busier than others. Some clients pay late. Some programs don’t fill.

We’re not here to judge your revenue fluctuations or question your pricing decisions. We’re here to track what is—and support your sustainability.

⏳ We Save You Time (So You Can Actually Rest)

Most solo practitioners save 8-12 hours per month. Group practices save even more.

That’s time you can spend with clients, creating new programs, or (please) taking care of yourself.

🤝 We’re Human Too

We know what it’s like to care deeply about your work and feel exhausted by the admin side of things.

We’re not a big faceless corporation. We’re real people who genuinely want to make your life easier.

The Challenge:
A multi-therapist mental health practice was tracking everything in Excel spreadsheets. The practice owner had no visibility into individual therapist performance, couldn’t see production vs. collection by therapist, and had no clear view of overall practice profitability or associate fee ratios.

What we did:

• Moved them from Excel to QuickBooks Online
• Set up proper chart of accounts designed for therapy practices
• Created individual therapist tracking (production vs. collection)
• Built automated income statements for the practice
• Configured associate fee ratio calculations by therapist

The transformation:
✅ Each therapist’s performance visible at a glance
✅ Production vs. collection tracked automatically by therapist
✅ Associate fee ratios calculated correctly every month
✅ Monthly income statements generated in minutes, not hours
✅ Real financial clarity for strategic decision-making
✅ Practice owner can see who’s performing and how the practice is really doing

The Challenge:
A Kitsilano counselling practice opened a second location in North Vancouver. Revenue was being collected in the wrong bank accounts, insurance companies were paying the old company for services at the new location, and associate fees weren’t being allocated correctly between the two entities.

What we did:

• Set up proper intercompany balances between existing company and new company
• Rerouted insurance payments to correct entities
• Tracked revenue by location and therapist accurately
• Adjusted missed associate fees for collections that went to the wrong bank account

The transformation:
✅ Each location’s revenue tracked separately
✅ Insurance payments going to the right company
✅ Associate fees calculated correctly by location
✅ Intercompany balances reconciled monthly
✅ Clean financial reporting for both locations

The Challenge:
A counselling practice wanted to implement the Profit First system with separate bank accounts for profit, taxes, payroll, and business expansion—but had no system to track it all or integrate with their Jane App booking system.

What we did:

• Set up QuickBooks to track multiple Profit First bank accounts (profit, taxes, payroll, expansion/renovation)
• Integrated Jane App with QuickBooks for seamless reconciliation
• Created clear visibility into each account’s purpose and balance
• Automated monthly reconciliation across all accounts

The transformation:
✅ Real-time visibility into profit, tax reserves, and expansion funds
✅ Jane App bookings automatically reconciled with revenue
✅ Know exactly how much is allocated for taxes, payroll, and growth
✅ Profit First system running smoothly with accurate tracking
✅ Financial clarity and confidence in every decision

You spend your days supporting others. Coaching. Guiding. Healing. Transforming.

We can’t be your coach, consultant, or therapist. But we can take this one heavy thing off your plate.

Let us handle your books with the same care you bring to your clients.

So you can do your best work without the weight of financial stress.

💙 No pressure. No sales pitch. Just a genuine conversation about how we can help.