Dental Practice Bookkeeping That Knows Production Is Not Collection
Booxmax is a bookkeeping, payroll, and advisory firm.
A practice can produce a strong month in the operatory and collect far less in the bank, and the difference is not a mystery. It is accounts receivable, insurance write-offs, and adjustments. We keep books that reconcile what you produced to what you actually collected, by provider, every month.
[ Book a 20-minute production-and-collection check ]
Production is what you did, collection is what you kept
You can produce a strong month of dentistry in the operatory and collect well under that, and the gap is real money: receivables still out, contracted write-offs, and adjustments. A practice that watches only collections feels fine until cash is tight, and a practice that watches only production thinks it is richer than the bank says. Both numbers have to be on the same report. We tie production to collection so you can see the gap, name what is in it, and work it down.
The insurance write-off is where generic bookkeeping breaks
When you are in network, the plan dictates a contracted rate, and the difference between your fee and that rate is a write-off. Posted wrong, it distorts the whole picture. Record the gross fee as revenue and the books overstate income until the payment lands; skip the write-off entry and overhead looks wrong every month. We treat the contractual write-off as a contra-revenue adjustment, not an expense and not something to ignore. We record the gross charge, post the contractual adjustment when the explanation of benefits arrives, apply the payment, and carry the patient balance until it clears, so the revenue on your books is the revenue you actually earned.
Per-provider production, because that is how associates get paid
When associates are paid on a share of production or collection, the split is only as honest as the provider-level numbers behind it. If write-offs and adjustments are not tracked by provider, the compensation math is built on a number that overstates what came in. We keep production, adjustments, and collection by provider, reconciled from your practice-management software to the books, so the numbers behind associate comp tie to what the practice actually collected.
What we keep, every month
- Production reconciled to collection, with the gap broken into A/R, write-offs, and adjustments.
- Insurance write-offs posted as contra-revenue, with the explanation-of-benefits adjustment, payment, and patient balance tracked through to zero.
- Per-provider production and collection for associate compensation.
- Practice-management software reconciled to QuickBooks Online (Dentrix, Eaglesoft, Open Dental), with bank deposits matched to payments.
- Multi-location consolidation for groups and DSO-affiliated practices, plus per-location profit and loss.
- Dental payroll (associates, hygienists, assistants, front office), with monthly reports by Certified ProAdvisors.
We reconcile to your production report, not the patient chart
Bookkeeping works from production and collection totals. Your patients’ clinical and dental records stay in your practice-management software, and we do not take them.
What we do, and what we don’t
We are a bookkeeping, payroll, and advisory firm. We do not submit dental claims, set your fee schedule, prepare tax returns, or give legal advice. Claim submission and insurance follow-up route to your billing team or service. Income tax routes to your tax preparer. Clinical records stay in your practice-management software. We keep the financial numbers underneath all of it.
Local, secure, QuickBooks-based
Certified ProAdvisors who reconcile to your practice-management software, a secure 256-bit SSL/TLS client portal, based in Burbank and serving the LA metro.
[ Book a 20-minute production-and-collection check ]
FAQ
Do you reconcile our practice-management software to the books? Yes. We tie the production and collection report from Dentrix, Eaglesoft, or Open Dental to QuickBooks Online and match deposits to payments, so the two systems agree before the month closes.
Do you handle insurance write-offs correctly? Yes. We post the contractual write-off as a contra-revenue adjustment, not an expense and not by ignoring it, so revenue is not overstated and overhead is not distorted.
Can you track production by provider for associate pay? Yes. We keep production, adjustments, and collection by provider, so the numbers behind compensation tie to what the practice actually collected. The comp formula itself stays yours.
Do you work with multi-location groups and DSOs? Yes. We consolidate across locations and keep a per-location profit and loss alongside the group view.
Do you handle our patients’ records? No. Bookkeeping works from production and collection totals only. Clinical records stay in your practice-management software.
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 dental claims billing. Claim submission and insurance follow-up route to your billing team or service; tax matters route to your tax preparer; clinical records stay in your practice-management software.
Booxmax, Inc. · 224 E Olive Ave, Ste 217, Burbank, CA 91502 · (818) 485-2669 · Info@booxmax.com · booxmax.com