7 Bookkeeping Mistakes Chiropractors Make & How to Fix Them
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1 7 Bookkeeping Mistakes Chiropractors Make & How to Fix Them By: Kelly Perry, M.Ed., President of The Chiropractor s Bookkeeper
2 Contents Introduction... 3 Mistake #1: Not Having A Written Budget That Is Recorded And Monitored... 4 Mistake #2: Missing Legitimate Tax Deductions... 5 Mistake #3: Loose Or No Controls On Your Bookkeeping, Financial And Banking Processes... 6 Mistake #4: Pretending That Bookkeeping Doesn t Exist And Doing The Books Once Per Year 7 Mistake #5: Allowing Someone Unqualified To Do The Bookkeeping... 8 Mistake #6: Keeping Incomplete, Non-Existent Or Outdated Books... 9 Mistake #7: Using A General Bookkeeper Who Does Not Serve Chiropractors Exclusively Conclusion
3 Introduction Thank you for taking time to read this important report: 7 Bookkeeping Mistakes Chiropractors Make & How to Fix Them. My goal is to educate you as to the biggest mistakes I see working with Chiropractors exclusively - as their bookkeeper. I want you to avoid these bookkeeping mistakes so that you can earn more, pay less in taxes and have peace of mind knowing your books are in order. I ve seen the good, the bad and the ugly when it comes to Chiropractor s bookkeeping. When I am called in to help a Chiropractor, the bookkeeping and accounting situation is usually quite chaotic. However, the good news is that, within a relatively short period of time, I am able to restore order. I don t want bookkeeping and financial chaos to be a part of your Chiropractic office! Please read these mistakes and see if they sound familiar to you. If you are making these mistakes that s ok: I offer proven solutions too. One word of caution: great solutions, in the hands of an unskilled bookkeeper can actually make things worse. Imagine someone comes to you as their Chiropractor, describing a pain and you tell them the solution. You are the expert, but your patient decides I can do that myself. Even worse: the patient goes and tells YOUR solution to Cousin Earl who once took a CPR course which renders him the medical expert and crack: injured patient. Don t be the bookkeeping patient living with pain. Get REAL help. Whether from me or another qualified bookkeeper, just make sure your bookkeeper knows the tricks of the bookkeeping trade as they relate specifically to Chiropractors. I serve Chiropractors exclusively as their bookkeeper and trusted advisor. If, after reading this report, you feel you need help applying the recommended solutions, I encourage you to make an appointment with me to discuss your situation. I offer a free, 30-minute consultation to Chiropractors to discover how you can move beyond chaos and restore order to your practice. To schedule your free consultation, visit /schedule. I offer a limited number of free consultations so that I may tend to my current clients. So, take me up on this offer now. I am a bookkeeper which means I am not a pushy sales person. I will shoot straight with you about your situation and if we decide to move forward, then that is fine. If not, that is fine too. 3
4 Mistake #1: Not Having A Written Budget That Is Recorded And Monitored The number one differentiator between excellent and average performing Chiropractor offices is the use of a budget. For many of us, the word budget seems so boring. Let me assure you that the practices that outperform all the others, and experience financial success that is in the top 5%, all use a budget. And they don t just pay it lip service. These Chiropractors develop a budget. They incorporate the budget into their bookkeeping, they monitor it and they adjust their finances accordingly on a routine basis to ensure they reach their goals outlined in the budget. Develop a budget. Work with someone who knows specifically about Chiropractic offices: more on this below. 4
5 Mistake #2: Missing Legitimate Tax Deductions Most Chiropractors are missing out on legitimate tax breaks because they just don t know. And, hey, it s not their (or your) fault. You went to school a gazillion years learning the science and art of Chiropractic Medicine. How much time did you spend learning about taxes, bookkeeping and financial matters? I bet it wasn t much, if any. This lack of knowledge costs you lots of money over the course of your career. Don t let this happen to you. Develop a bookkeeping system designed to capture every tax break possible. This system needs to be tailored for you as a Chiropractor. You see, you have unique tax breaks that aren t common among other businesses. The way we design our bookkeeping systems for our clients makes it difficult to miss out on tax breaks. You and your accountant will love the way this functions. And the best part is you know you re capturing tax breaks in real time. 5
6 Mistake #3: Loose Or No Controls On Your Bookkeeping, Financial And Banking Processes This is a scary one. The Chiropractor abdicates control of their bookkeeping, financial and banking processes. Usually there are loose or no controls so if, heaven forbid, you end up with an unscrupulous employee I don t even want to finish the sentence. Don t believe me? Google Chiropractor employee embezzlement and witness the 100s of cases. Use this link to see one prime example of an employee who ripped off a trusting and unsuspecting Chiropractor. Establish sound bookkeeping, financial and banking controls at your practice. For example, no one other than you should have access to the banking records whether online or paper. Have your practice s bank statements sent to your home address if you re using snail mail or delivered to your PRIVATE inbox if you receive them in electronic form. Doesn t that sound like a simple fix? It is! Apply this, along with the other financial controls I recommend, and you make it much more difficult for anyone to steal from you. However, even with these controls in place, there are more important things you need to consider as it relates to employee embezzlement. That is a topic I do NOT want in writing as it gives thieves an understanding of what to be on the lookout for. If you like, please schedule your free consultation and I will discuss this with you in private. 6
7 Mistake #4: Pretending That Bookkeeping Doesn t Exist And Doing The Books Once Per Year You went to school how long? I asked my first Chiropractic client. After he told me, I nearly fainted. The next question I asked is what put me over-the-top: How much training did you receive on accounting, bookkeeping, business and financial matters? You Know The Answer To That One! You see, I know what a lot of Chiropractors think: I ll do my job of being an excellent Chiropractor and everything else (the business and the bookkeeping) will work itself out. Survey says: errrrrrr. (That s the buzzer sound from Family Feud by the way). You can t ignore the books, the business or the finances of your practice! Now, that does NOT mean you need to go back and get your MBA. First, find someone who can teach you the ropes of what it takes to run your practice s finances. This person should have been there, done that in a Chiropractic office setting. Just because someone knows how to make an unrelated business run smoothly doesn t mean they know how to do this for you as a Chiropractor. Second, find someone to handle all of the routine bookkeeping and accounting matters. Third, review this person s work on a monthly basis to ensure you re being cared for. If this person has done a good job in teaching you (my first recommendation above) then you will know how to tell the difference between care and carelessness. 7
8 Mistake #5: Allowing Someone Unqualified To Do The Bookkeeping Who does your books now? I asked the Chiropractor. Looking down at her shoes she replied: My office manager. Hoping for the best (I am somewhat of a Polly Anna), I replied: Oh, good, she must know what she s doing and have some background in Chiropractic bookkeeping. From the look on her face, I could tell my hope was not reality. Turns out, this Chiropractor s office manager had made a mess of the books. Problem was, the Chiropractor didn t know how to fix it so she just let it ride. No funny business going on; the office manager was doing the best she could, it just was a royal mess. Would you allow your office manager to invest your retirement funds? How about your kid s college education fund? I pray you would say no! However, when we allow the office manager or any other unqualified individual to manage the bookkeeping, in effect, you re putting them in charge of the largest investment you have in your portfolio. The solution is simple: hire a trained professional to care for the bookkeeping. 8
9 Mistake #6: Keeping Incomplete, Non-Existent Or Outdated Books This usually is coupled with mistakes #4 and #5. You put your head in the bookkeeping sand and hope nothing bad happens. You turn over all your banking and bookkeeping records (a big box full of receipts) to your accountant at tax time and let her deal with it. After all, who has time for that mess? This is costing you LOTS of money. The most likely reason for this is that you or someone within your practice is responsible for this activity along with about 20 other more pressing matters. It s important to hire someone whose sole function is to care for the books. And, make sure this person is qualified to serve Chiropractors and is external to your practice. 9
10 Mistake #7: Using A General Bookkeeper Who Does Not Serve Chiropractors Exclusively As mentioned previously, your Chiropractic practice is unique. 80% of bookkeeping is the same for any business whether is a Chiropractic practice or an ice cream truck. But the last 20% is what separates the good from the ugly. Hire a bookkeeper who knows the nuances of Chiropractic bookkeeping. Hire a proven professional who knows what it takes for you to succeed. This is not the time to get cheap and try and cut costs. Surprisingly, getting this kind of dedicated help is reasonable and should actually become a profit center for you rather than a cash drain. 10
11 Conclusion I ve got to be honest with you: I set you up. Every one of the mistakes and solutions I just gave you, I tackle day-in and day-out. I ve just told you more about how to make your Chiropractic practice a success than you ve learned in your entire life. Now, I would like the opportunity to discuss your situation and how I can serve and help guide you toward financial prosperity. If you d like to take me up on this offer, please use this link to schedule your free 30-minute consultation. Here s the deal: I only serve a select handful of Chiropractors. I offer a real, hands-on experience, which limits the number of Chiropractors I choose to work with. If you don t contact me, that s totally fine. I understand. But; do yourself a favor and get a qualified bookkeeper to handle your books. Don t make the same mistakes I ve seen so many others make! They are unnecessary and it breaks my heart to see Chiropractors like you missing out on the benefits that come from getting financial control of your business. I hope this has been helpful and inspires you to take action. Kelly Perry The Chiropractor s Bookkeeper 11
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