Medical & Therapy Bookkeeping (2025): Xero vs QuickBooks, Pricing
Collections flow through EHRs, clearinghouses, and payers, with adjustments and write-offs in the mix. Books break when deposits don’t reconcile to remittances. Your GL must reflect net patient revenue, not just bank activity.
The workflow we set up
- Connect EHR exports/remittances (no PHI in the GL)
- Map payouts to deposits; post write-offs, adjustments, refunds
- AR controls: aging, denial codes, and follow-ups
- Month-end close with KPI packet (AR days, net revenue/visit, payer mix)
Xero vs QuickBooks for clinics
- QuickBooks Online: broad app ecosystem; strong for multi-location payroll and bill pay
- Xero: elegant AR/AP flows; popular with multi-currency and global teams
Both integrate securely with document tools; choose based on your EHR connectors and reporting needs.
Where AI helps (safely)
- OCR on EOBs/Remits → draft entries for review
- Anomaly flags when deposits don’t match expected remittances
- LLM drafting of variance notes (no PHI in prompts; human approval required)
Pricing guide
- Solo therapist: $400-$700/mo
- Group practice (multi-provider): $700-$1,600+/mo depending on AR complexity and payer mix
Compliance practices
No PHI stored in the GL; secure portals for document exchange; least-privilege access; audit trail on all entries.
Need your books to match your EHR? Get a clinic close plan.
FAQs
Can you tie EHR remittances to bank deposits?
Yes. We match remittance detail to deposits, post write-offs and adjustments, and reconcile payouts so revenue ties to cash.
Do you handle insurance refunds and chargebacks?
Yes. Refunds, chargebacks, and take-backs are posted with documentation so AR and revenue remain accurate.
Is PHI used in AI prompts?
No. We exclude PHI from accounting systems and AI prompts. Only non-PHI metadata is processed with human approval before posting.
Which system should I choose, Xero or QuickBooks?
Both work well. Choose based on EHR integration and reporting needs. QuickBooks has broad US payroll tools; Xero excels in multi-currency and streamlined AP/AR.
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Need to fix errors or outdated data in QuickBooks? Start with our expert QuickBooks cleanup services.
Curious about cost? Check out our pricing page for transparent rates and customizable bookkeeping plans that fit your needs.
