Assisted Living Bookkeeping That Watches Occupancy, Labor, and the Margin
Booxmax is a bookkeeping, payroll, and advisory firm.
Per-resident revenue, labor as a share of revenue, and census tracked every month, so you can see a community softening in time to act, not at year-end.
[ Book a 20-minute census-and-margin check ]
Occupancy is the whole game, and the margin is thin
Your fixed costs, the rent or mortgage, utilities, and core staffing, do not move when a unit empties. So every point of occupancy decides how much of that fixed load lands on each resident, and a few empty units can swing a community from healthy to underwater. By industry benchmarks the healthy margin band is narrow, and the most dangerous stretch is early lease-up, when debt service is fixed and revenue is still climbing. You can only steer that if you are watching it monthly, not discovering it at year-end.
Revenue on the books is not revenue in the bank
Residents private-pay, and some spend down their savings over time. If accounts receivable quietly grows while everyone is focused on filling units, the revenue you booked never actually arrives. We keep collections visible and aging tight, so booked revenue turns into collected revenue instead of a number on a report.
Labor is the lever, so make it a number you see
Staffing is the largest cost you actually control, and wage pressure, turnover, and agency reliance all push it up. We keep labor as a share of revenue in front of you every month, by community, so it shows up as a number you can act on rather than a margin you only understand after the year closes.
What we keep, every month
- Per-resident revenue with base rate and level-of-care or acuity charges captured, so nothing bills short.
- Occupancy and census tracked month to month.
- Labor as a percentage of revenue, by community.
- A/R aging on private-pay and spend-down balances.
- Per-community profit and loss for multi-site operators, with shared overhead allocated.
- Monthly reports in QuickBooks Online by Certified ProAdvisors.
We track move-ins, rates, and days, not care plans
Bookkeeping works from financial and census data. Your residents’ health and care information stays in your care system, and we do not take it.
What we do, and what we don’t
We are a bookkeeping, payroll, and advisory firm. We do not prepare tax returns, give legal advice, or handle your facility licensing. Licensing and survey compliance route to your administrator and your state licensing agency. Income tax routes to your tax preparer. Resident care records stay in your care system. We keep the financial numbers the rest depends on.
Local, secure, QuickBooks-based
Certified ProAdvisors, a secure 256-bit SSL/TLS client portal, based in Burbank and serving the LA metro.
[ Book a 20-minute census-and-margin check ]
FAQ
Can you track our numbers by community? Yes. For multi-site operators we keep a per-community profit and loss with overhead allocated, plus a consolidated view.
Do you capture level-of-care and acuity charges? Yes. Those add-ons are where revenue quietly leaks if the books only track the base rate.
Do you handle our residents’ health information? No. Bookkeeping works from financial and census data only. Care records stay in your system.
Is this different from what my CPA does? Yes. We keep the books current and reconciled all year; your CPA files the return from clean numbers.
Are you local? Yes. Booxmax, Inc., Burbank, CA, serving the LA metro.
This page explains general bookkeeping mechanics. It is not legal or tax advice, and it is not facility licensing or survey compliance. Licensing routes to your administrator and state agency; tax matters route to your tax preparer; resident care records stay in your care system.
Booxmax, Inc. · 224 E Olive Ave, Ste 217, Burbank, CA 91502 · (818) 485-2669 · Info@booxmax.com · booxmax.com