INTRODUCTION
In 2020, a group of dental clinics across Massachusetts partnered with Mercurius Advisory Services to streamline their financial operations. The client required end-to-end bookkeeping, payroll processing, and reconciliation with Open Dental software across multiple locations.
DISCUSSIONS
With multiple clinics under one umbrella, maintaining accurate and unified records was critical. The client needed a bookkeeping system that could support clinic-specific and consolidated views, while also ensuring compliance with U.S. payroll and 1099 requirements.
REQUIREMENTS
- Bookkeeping across multiple clinics using QuickBooks Desktop (QBD)
- Weekly, bi-weekly, and monthly payroll processing
- Deposit reconciliation with Open Dental software
- Consolidated financials for central reporting
- 1099 filings and compliance support
SOLUTION
Our in-house team of experts designed a structured process to bring consistency and control to the client’s growing operations:
- Clinic-wise Bookkeeping Setup:
Established books in QBD for each clinic and managed regular reconciliation of bank and credit card accounts. Historical data and client inputs helped categorize transactions accurately. - Consolidation of Accounts:
We merged all clinic data into a single QBD file to support unified reporting while maintaining audit integrity. - Deposit Reconciliation:
Ensured weekly reconciliation of deposits from checks, credit cards, and merchant portals with Open Dental records. - Custom Payroll Processing:
Handled timely payroll across multiple cycles, tailored to the operational flow of each clinic. - 1099 Compliance:
Filed vendor 1099s to ensure full regulatory compliance.
CONCLUSIONS
The client benefited from centralized records, timely payroll, and deposit reconciliation, backed by compliant processes and ongoing support. Our multi-clinic financial tracking system continues to serve them reliably, contributing to their operational efficiency and peace of mind.
