Bookkeeping for medical practices, kept by a healthcare-finance specialist
Generic bookkeepers keep clean books. They cannot tell you which payer reimburses below your cost per visit, or whether last month's dip was volume or rate. PracticePilot keeps your books on our own platform and reads them before you do, so what reaches you is already triaged. Without ever touching a patient record.
PracticePilot is bookkeeping built specifically for independent US medical practices. A healthcare-finance specialist owns your ledger end to end, and every entry lands in a double-entry system where debits always equal credits and the books balance by construction.
You get accurate monthly financials without hiring, training or managing an in-house bookkeeper, and without your CPA waiting on a shoebox at year end.
What premium bookkeeping includes
Every plan is full-service. We take the books over completely, so nothing sits waiting on you.
Monthly close
Your books closed every month on a fixed cadence, not reconstructed at tax time.
Reconciliation
Bank, card and loan accounts reconciled to the statement, with exceptions flagged and explained.
Payables and receivables
Bills, vendor payments, invoices and aging tracked so cash timing never surprises you.
Payroll and 1099s
Payroll integrated into the ledger and 1099 contractors, including locum coverage, tracked through the year.
Lender-ready statements
Income statement, balance sheet and cash-flow statement your bank or CPA can use as-is.
Audit trail
Every change recorded with who and when. Corrections are made with adjusting entries, never by quietly editing history.
Why medical practices need specialist books
A medical practice does not earn revenue like a retail shop. Charges are not collections, contractual adjustments reduce what you are actually paid, denials claw money back weeks later, and a single payer can quietly account for a dangerous share of the business.
Books kept by someone who does not model any of that will balance and still hide the problem. Our specialist records revenue net of contractual adjustments, tracks payer mix and concentration, and keeps the ledger in a structure built for how practices really make money.
PHI-free by design
There is no field anywhere in PracticePilot for a patient name, date of birth, member number, claim ID, CPT or diagnosis code. Billing is recorded as opaque invoice references with a payer, amounts and a visit count.
A continuous check confirms no patient health information is ever present, which keeps the platform out of HIPAA scope entirely. Our only data sources are bank feeds, payroll and card processors.
How it compares to QuickBooks or a generic bookkeeping service
QuickBooks is generic software you still have to run. A generic bookkeeping service hands you last month's statements and leaves the interpretation to you. PracticePilot is a service built on the economics of medical practices, run by a specialist who tells you what the numbers mean and what to do next.
The closest comparable is a fractional CFO at three to ten thousand dollars a month, and most will not take a practice under two million in revenue. PracticePilot starts at $1,295 a month and is built for independent practices from day one.
Frequently asked questions
Who actually does the bookkeeping?
Do you ever see patient information?
How is this different from QuickBooks or a generic bookkeeping service?
I already have a bookkeeper. What happens to them?
What does it cost?
See where your practice is leaking money
Start with a free Financial Health Check, or request onboarding and we will take the books over.