QuickBooks for Therapists: A Step-by-Step Guide

For massage therapists like you, the art of balancing the books can sometimes feel like an added knot in an already tense day. Let’s explore how this strategic move can help you keep your focus on what truly matters – providing your clients with the ultimate Zen experience. It is important for massage therapists to utilize trustworthy and (tried) professional accounting services. You need to make sure that you are in compliance with all provincial and federal laws, and that you will not be held accountable for any tax penalties or fines. This is a vital part of the business, so it is important for you to have someone (or a dedicated team of pro accountants) who can help them out with this task. Square is perhaps best known for their mobile point of sale (POS) payment processing.

Bookeo offers real-time availability & scheduling, recurring appointments, package promotions, automated text message or email reminders, and advanced reporting. Their software will help you create an organized client database to manage contact information and track purchases. Bookedin is a simple online scheduling system designed for independent service providers and freelancers such as massage therapists. They have an online business directory so potential clients can find your personalized booking page. Other features include custom booking forms, booking app, the ability to set recurring client appointments, and text or email appointment reminders.

Tax considerations for your therapy practice

Massage businesses can get started with Venmo by setting up a business profile. This payment system can be set up to receive POS payments using QR codes or on your website. MassageBook’s software services range from at $19.99/month to $47.88/month. Understanding the tax implications of workplace massages requires familiarity with the tax code. Classifying these expenses as deductions depends on their adherence to the “ordinary and necessary” standard under IRC Section 162.

What problems are you currently having in your practice that an app or software can help solve? Do you need an automated way to remind clients about their appointments? Is your current payment system cumbersome bookkeeping for massage therapists or inconvenient for clients? Decide which of these is your biggest problem and tackle this one first.

QuickBooks Tip #1: Stay on Top of Your Books

You can also create a basic website (as a subdomain) using one of their customizable templates. Their scheduling software can be used for a solo therapist or scaled up to accommodate a multi-therapist practice. It can also manage your appointment schedule if you offer services at more than one location. WellnessLiving is an all-in-one software solution for health and wellness practitioners and instructors. Their services create multiple ways for clients to find you and book an appointment with you.

Save your cart?

They offer their Zenoti app for iOS and Android devices, as well as a customer mobile app. They do offer a free demo but you’d have to contact a sales person for a quote that is based on your individual business’s needs. This is not the ideal solution for a startup massage practice, and because it has so many features, there is a steep learning curve. Because of the affordable costs and ability to help grow a massage practice, the question is not IF you should get a practice management app, but WHICH one you should start using.

If you’re just starting a practice, mixing your personal and professional transactions can be easy if you don’t have a separate business account. You run the risk of claiming a personal expense as a business expense, which could land you in hot water with the IRS. A general ledger, a spreadsheet, bookkeeping software, or a mobile app are the best ways to organize business expenses. Be sure to keep your receipts in case of an audit, as you will need proof of purchases.

• We look at the true cost of doing your own books, and why it usually makes sense to have someone else do it for you.
• Book a demo today to see what running your business is like with Bench.
• This is massage therapy software with SOAP notes and other essential features.
• This aligns with the definition of ordinary and necessary expenses, as it directly supports operational goals.
• In fact, with the right tools and tips, you can simplify your financial management and have more time to focus on your clients.
• Pricing for a single user starts at $15 per month, and they have a 30-day free trial.

This post lists our favorite mobile apps and software for massage therapists in 2025. Our detailed brochure provides insights into how Remote Books Online can help you maintain accurate bookkeeping, stay tax-ready, and make informed financial decisions. Discover how our tailored bookkeeping services can support your business growth and simplify your financial management. Furthermore, marketing can play a significant role in expanding your client base.

Not only can you follow outstanding and paid invoices, you can also budget better by analyzing and predicting your regular expenses. Just like your therapy patients need your professional services to live well, your bookkeeping needs regular updates to keep your business financially healthy. Falling behind on your bookkeeping means you’ll constantly find yourself rushing to catch up and file your taxes on time. The best way to organize receipts is by using digital tools like receipt scanning apps that categorize them automatically.