Bookkeeping for Health & Wellness Businesses
For Houston chiropractors, med spas, fitness studios, wellness practices, and multi-location health businesses that need cleaner books, faster answers, and financials a bank will actually read.
The bookkeeping problems specific to your industry
Membership & recurring revenue is a mess
Recurring memberships, class passes, and package deals hit your merchant processor as one lump sum. Without careful reconciliation, you can't tell membership revenue from one-off service revenue.
Practitioner splits & 1099s
Contract chiros, aestheticians, or trainers get paid on a percentage split. That has to flow cleanly through payroll or contractor payments so 1099s are correct at year-end.
Inventory of retail products & supplies
Retail supplements, skincare, and merchandise need to be tracked as inventory, not lumped into expenses — otherwise your gross margin is a guess.
Owner-operator commingling
Personal and business spending on the same card is common in solo wellness practices. Sorting that cleanly is a monthly job.
Sales tax on retail vs. services
Texas taxes retail products but not most personal services. Miss the split and you either over-pay or get a letter from the Comptroller.
Preparing for a second location
Expanding to a second studio or clinic means a lender needs 2–3 years of clean, comparable financials. Most wellness businesses don't have them.
Industry-specific patterns we clean up regularly
- Recurring membership charges from Mindbody, Vagaro, or ClassPass batched as a single processor deposit — impossible to reconcile without a daily-sales journal entry.
- Package sales (10-visit chiro packages, 6-treatment med spa packages) booked as revenue on the day of purchase instead of amortized as delivered.
- Retail supplement or skincare product inventory expensed instead of tracked as inventory, distorting gross margin and TX franchise tax margin.
- Contract practitioners paid a % split with no W-9 on file, so 1099-NEC forms are missing or estimated at year-end.
- Merchant processor fees (Stripe, Square) netted against deposits with no fee expense line, understating revenue and expenses simultaneously.
- Personal training or wellness coaching sessions delivered but never invoiced because the CRM and QuickBooks aren't linked.
Med spa with retail, memberships, and 1099 aestheticians preparing for a partner buy-in
Illustrative composite based on the type of engagement we handle. Not a specific client.
A med spa in the Houston metro was bringing in a new equity partner. The existing owner needed clean financials showing service revenue, membership revenue, retail gross margin, and per-provider production. Instead, the books lumped everything into 'Sales,' expensed retail inventory as-purchased, and paid three 1099 aestheticians outside of any payroll or contractor system.
Outcome: We restructured revenue into services / memberships / retail, brought retail into an inventory-tracked item list with proper COGS, migrated aestheticians to a contractor payroll flow with W-9s and automatic 1099s, and produced per-provider revenue reports. The buy-in valuation used the new financials as its basis.
A bookkeeping system built for Health & Wellness
- QuickBooks Online setup tuned to your practice
- Chart of accounts by revenue stream (services, memberships, retail)
- Monthly bank & merchant reconciliation
- 1099 tracking for contract practitioners
- Membership revenue reporting
- Loan-ready P&L and balance sheet
- Year-end tax prep coordination with your CPA
- Dedicated bookkeeper, monthly close
Bookkeeping across Houston & by industry
Monthly bookkeeping, cleanups, loan-ready financials and QuickBooks setup.
Compare bookkeeping playbooks for contractors, retail, legal, healthcare, and real estate.
Neighborhood-by-neighborhood bookkeeping coverage across the Houston metro.
What lenders want to see in your books before approving an SBA 7(a) or 504 loan.
Common questions
Do you work with med spas that also sell retail products?
Yes. We set up separate income accounts for services, memberships, and retail so you can see actual gross margin on the retail side. We also handle inventory tracking so cost of goods sold is accurate.
Can you handle payroll for practitioners on a revenue split?
We coordinate with your payroll provider (Gusto, ADP, QBO Payroll) and set up the QuickBooks side so contractor splits and W-2 practitioners both flow correctly. At year-end, 1099s are ready to file.
What if I'm behind on the books?
That's most of our new health & wellness clients. We do a paid diagnostic, quote the cleanup as a flat fee, and rebuild the prior months before starting monthly service.
Let's talk about your books.
Free 30-minute consultation. No sales pressure — just a clear look at where your books stand.