Outsourced accounting for med spas.
You know your revenue. Do you know your margin?
CPA-led bookkeeping built for aesthetic practices. Package and membership liabilities tracked correctly, injectable costs visible by service line, and monthly financials that tell you where the profit actually comes from.
Schedule a CallGreat injector. Growing book. No idea what the business actually earns.
The average med spa now runs about $1.4 million in annual revenue, and the average patient spends $527 per visit. The money is real. What most owners can't see is what's left after product, provider compensation, and overhead, because the books were never set up for how a med spa actually works.
The patterns show up the same way in almost every practice.
- Packages and memberships get booked as revenue the day they're sold, so the P&L looks great while thousands of dollars in unredeemed treatments sit as an invisible liability
- The booking platform says one number, the bank says another, and QuickBooks says a third
- Injectables, retail product, and services all get lumped together, so there's no way to tell which service lines carry the practice
- Provider commissions get paid off gut feel instead of tracked margin
- Retail sales tax gets handled loosely, which is fine until it isn't
- Revenue grows every year and the owner's take-home somehow doesn't
Prophet Accounting is a CPA-led accounting firm that handles the complete back office for med spas, built around how aesthetic practices actually bill, stock, and pay providers.
Here's what's included when you work with us
We're a complete financial back-office that specializes in aesthetic practices.
Bookkeeping + Monthly Close
Books that match the booking platform and the bank.
- Transaction categorization built around service lines
- Booking platform deposits reconciled to the penny
- Bank and credit card reconciliation monthly
- Merchant fees tracked, not buried
- Month-end close on a timely cadence
Package + Membership Accounting
Prepaid revenue tracked the way it's supposed to be.
- Packages and memberships recorded as liabilities until redeemed
- Gift card balances tracked, not forgotten
- Revenue recognized when treatments are delivered
- A P&L that reflects work performed, not cash collected
Inventory + Service-Line Costing
Know what every syringe does to your margin.
- Injectable and consumable costs tracked against the services that use them
- Retail product separated from treatment revenue
- Margin visible by service line, from injectables to laser to skin to retail
- Provider compensation tied to tracked margin
Reporting + Guidance
Numbers that tell you what's happening and what to do about it.
- Monthly P&L, balance sheet, and cash flow
- Service-line and provider-level profitability
- Cash flow forecasting and budgets
- Year-end tax-ready package delivered to your CPA
Signs your books aren't telling you the truth
Most owners don't realize the back office is failing them until a tax surprise or a cash crunch. These are the signs it's already happening.
- You can't say what a syringe of filler costs you all-in, or what you net on it after provider compensation
- You have no number for outstanding package, membership, and gift card balances you still owe treatments against
- Your P&L swings wildly month to month because prepaid sales hit as income the day they're sold
- You run the business off booking platform reports because the financials are always behind or wrong
- Provider compensation as a percentage of what each provider produces is a guess
- Your tax bill is a surprise every spring, and your CPA charges cleanup fees before they can even start
- Your own pay is whatever happens to be left in the account
We're built for med spas that:
Run $500K to $5M in annual revenue, single location or a few, and are past the point where the owner can keep the numbers in their head
Sell packages, memberships, or gift cards and want that prepaid revenue tracked correctly instead of inflating the P&L
Run on a cloud booking platform (Boulevard, Zenoti, Vagaro, Jane, Aesthetic Record, Square) with QuickBooks Online, or are ready to get there
Pay providers on commission or production and want compensation tied to real tracked margin
Have someone in the practice who owns the admin side and can get us answers when we need them
Want an expert opinion on how the books should be structured, not just data entry
If that's you, we should talk.
The math most owners never run
There are four ways to handle the back office in an aesthetic practice. Here's what each one actually costs.
Free, until it isn't.
- Books done between patients, always behind
- Packages booked as income on day one
- No service-line costing
- Sales tax handled loosely
- Decisions made on booking platform reports
Real annual cost: owner hours plus every decision made on wrong numbers.
Cheap monthly fee. Expensive consequences.
- $200–$500 per month, plus surprise cleanup fees
- No concept of membership liabilities
- No inventory or service-line costing
- No CPA review
- You explain your industry to them
Real annual cost: $3,000–$8,000, plus what bad data hides from you.
Better data, much bigger expense.
- $50,000–$60,000 salary for a decent full-charge bookkeeper
- $65,000–$80,000+ all-in after taxes and benefits
- Med spa experience rare at that price
- One person, no review layer
- Hiring, training, and turnover risk
Real annual cost: $65,000–$80,000+.
Med spa fluent, CPA-led, full back office.
- Package and membership liabilities tracked correctly
- Service-line margin and provider-level profitability
- Cash flow forecasting and budgets included
- CPA review on everything
- Direct access to the firm owner
$500–$2,500/month, scaled to your volume and complexity.
How we work with med spas
There is no mystery about what you are signing up for. Here is how the process goes from the first call to steady state.
Fit Call
Thirty minutes on your practice, your platforms, and the state of your books. We take on a limited number of clients, so this call goes both ways. If we are not the right fit, we will tell you straight.
Scope and Pricing
If there is a fit, we build a custom scope based on your transaction volume, locations, and how much of the back office you want off your plate. Flat monthly fee, no long-term contracts required.
Onboarding
We connect to your QuickBooks file, restructure the books around service lines and prepaid revenue, and clean up what is behind. This part works because your office works with us.
Monthly Rhythm
Books close monthly with service-line margin visible, membership liabilities current, and reporting delivered on a predictable cadence.
Year-End Handoff
In Q1, we prepare your complete year-end tax package and deliver it directly to your CPA so tax season stops being a scramble.
What you actually get out of working with us
More than clean books.
Financial ROI
You price treatments and packages off real margin instead of what the spa down the road charges, catch the service lines that lose money dressed up as revenue, and stop paying your CPA cleanup fees every spring. When provider compensation ties to tracked production, raises and commission changes become math instead of negotiation.
Strategic ROI
You stop guessing about which services to push, which device to buy next, and when a second room or second location actually pencils. When you know margin by service line while the month is still fresh, you grow the lines that pay and fix or drop the ones that don't.
Mental ROI
The biggest one most owners don't expect. No more Sunday nights trying to make the booking platform match the bank. No more wondering what you owe in unredeemed packages. No more spring tax surprises. You get back the mental space to treat patients and build the practice, which is the job you actually signed up for.
Why we're a fit
There are a lot of bookkeeping services available. Here is what separates us.
CPA-led. You work directly with a CPA. You will not be working with an account manager, a junior bookkeeper, or a rotating team.
Built for aesthetic practices. Prepaid packages, memberships, gift cards, injectable inventory, provider commissions, and retail versus service revenue. The books get structured around how a med spa actually operates, and you are not paying us to learn your industry.
Full back-office, not just bookkeeping. Transaction categorization, reconciliations, close, reporting, forecasting, and year-end handoff management. We are the complete financial function for your practice, all for one flat monthly fee.
Direct access to the firm owner. Questions get answered the same day they are asked.
Timely monthly close. Books closed and financial statements delivered on a predictable cadence every month. No more 60-day-old data.
No long-term contracts. Month-to-month service you can cancel any time. We earn your business every month.
Frequently Asked Questions
What does this cost?
Monthly service for med spas runs $500 to $2,500 depending on transaction volume, number of locations, and how much of the back office we take on. There's a one-time setup fee for restructuring the books, and cleanup of prior months is quoted separately. Flat monthly fee, no long-term contract.
How should packages and memberships show up in my books?
As a liability when sold, and as revenue when the treatment is delivered. Most med spa books record the full sale as income on day one, which overstates revenue and hides what the practice owes in future treatments. We set up and maintain the tracking so your P&L reflects work actually performed.
Do you work with my booking software?
We work alongside whatever platform runs your front of house, including Boulevard, Zenoti, Vagaro, Jane, Aesthetic Record, and Square. The platform stays your system of record for appointments and sales; we make sure what lands in QuickBooks reconciles to it and to the bank.
Can you tell me which services actually make money?
That's the point of the structure. Injectables, laser and device treatments, skin services, and retail each get tracked with their own revenue and product costs, so you can see margin by service line instead of one blended number.
What about sales tax on retail products?
Treatment services and retail products are usually taxed differently, and the rules vary by state. We set up the books so retail sales are separated and tracked, and we coordinate with your tax professional on filing requirements.
Do you work with our existing CPA for taxes?
Yes. We handle the monthly books and deliver a complete year-end package directly to your tax preparer, so tax season becomes a handoff instead of a scramble. If you need a CPA firm for taxes, we can recommend one.
My books are behind or a mess. Can you fix them?
Yes, most new clients start there. We quote cleanup based on how many months are behind and what state they're in, then move you onto normal monthly service.
Do we have to be local to Port St. Lucie?
No. Everything runs through QuickBooks Online and secure cloud tools, and we work with businesses nationwide.
Ready to see what your practice actually earns?
Thirty minutes on your practice, your platforms, and the state of your books. If we're not the right fit, we'll tell you straight.
Schedule a Call