Absolutely. Your financial data is treated with the same discretion a CFO would apply inside your organization. We operate under a strict confidentiality agreement that is signed at the start of every engagement - no exceptions. Your revenue figures, margins, client volumes, payroll, and any other financial details we access are never shared with any third party, never used as benchmarks in published content, and never disclosed in any form without your explicit written consent.

In practice, this means we do not share your clinic's data with other clients, we do not reference your numbers in case studies without anonymization and your approval, and all digital files are stored in encrypted, access-controlled environments.

Yes. A mutual NDA is included as standard in every engagement letter. You do not need to request it separately - it is built into our onboarding process. If you have a specific NDA format preferred by your legal team, we are happy to review and sign that instead.

Our lead specialist personally handles all client engagements. Your data is not processed by offshore teams, outsourced contractors, or shared platforms. Any software or cloud tools used to manage your books are access-restricted to your engagement only, and access is revoked immediately upon termination of any engagement.

We use the accountant or advisor access features built into QuickBooks and Xero - which means we are added as an accountant user rather than given your personal login credentials. This gives us the access required to do our work without you sharing your master password. You can revoke this access at any time with a single click from within your own account.

Never without your permission. If we reference outcomes in our marketing - for example, describing the impact of a financial systems restructure - all identifying information is removed and the content is shared with you for approval before publication. You have full veto rights.

Not necessarily. Some of our clients come with an existing bookkeeper in place, and we work alongside them - taking responsibility for financial systems design, reporting, and advisory while the bookkeeper handles transaction entry. Others come with no financial support at all, and we handle the full scope. We assess this during onboarding and recommend the right structure for your clinic.

Our retainer is designed to minimize the time burden on you. On a monthly basis, you can expect one structured advisory call (typically 30-45 minutes) and a written report delivered to your inbox. Outside of that, we handle the analysis, reconciliation, and tracking. You should not need to spend more than 1-2 hours per month engaging directly with financial work - that is the point.

We work primarily with QuickBooks Online and Xero. We can also work with clients using other accounting platforms - contact us to discuss your setup. For practice management software (Mindbody, Jane, Zenoti, Boulevard, etc.), we build integrations and workflows to ensure your booking and billing data feeds cleanly into your financial reporting.

We spend 15 minutes reviewing your current financial situation and tell you plainly where we see the biggest opportunity - whether that's a systems rebuild, ongoing management, or nothing at all if we're not the right fit. No report, no pressure - just a direct conversation.

The live dashboard is included with our Ongoing Financial Management retainer. It's built from your actual financial systems once we've completed setup. Clients on Financial Systems Setup alone can request dashboard access as an add-on.

Yes. Same confidentiality standard as everything else we handle - encrypted, access-restricted to your engagement only, and access is revoked immediately if the engagement ends.

We do not publish fixed pricing publicly, because engagements are scoped based on the size and complexity of your clinic. A practice doing $35k per month has different needs than one doing $250k. As a general reference point, most engagements cost less than the cost of a single W2 hire. Exact pricing is discussed transparently on the discovery call - no ambiguity, no hidden fees. Everything is agreed in writing before any work begins.

The Financial Systems Setup service is a one-time project fee. The retainer is billed monthly. Retainer agreements have a 3-month minimum commitment to allow enough time to build and stabilize your financial systems, after which they roll month to month. There are no penalties for cancellation after the minimum term.

Yes. Multi-location engagements are scoped individually based on how the entity structure is set up - whether locations operate under a single entity or separately, and whether you need consolidated versus location-level reporting. This is discussed during the discovery call.

No. Our scope is financial systems, reporting, and profit management. We do not provide legal advice, regulatory compliance guidance, or HR consulting. For healthcare-specific compliance questions, we recommend working with a healthcare attorney or compliance specialist alongside our financial engagement.

This is more common than you might think. We have worked with clinics that had multiple years of uncategorized transactions, missing records, and accounts that had never been properly reconciled. We assess the extent of cleanup required during onboarding and factor that into the engagement scope and timeline. A messy starting point does not disqualify you - it just means we have more to fix.

Currently, MedSpaMargins works exclusively with clinics operating in the United States. Our frameworks, tax coordination approach, and software integrations are built around US-based accounting standards and practice structures.