Most med spas run several systems: a booking and point-of-sale platform, payroll software, accounting software and the bank. When these do not connect cleanly, reports become unreliable and month-end turns into detective work.
Map categories once
Your POS service and product categories should map directly to the revenue and cost lines in your chart of accounts. If the POS has dozens of service names, group them into the same service lines your P&L uses.
Record sales gross
Send gross sales, discounts, refunds, tips, sales tax and fees to the accounting system as separate items. Recording only net deposits hides fees and discounts.
Handle prepaid services correctly
Make sure package, membership and gift card sales flow to liability accounts, and redemptions flow to revenue. Many integrations need specific setup to do this. Check it carefully, because defaults often treat every payment as revenue.
Connect payroll by role
Map provider and support payroll to separate accounts. If commission is calculated in the POS, make sure the amounts used in payroll match.
Keep inventory in one place
Decide where inventory is tracked: in the POS, in a separate inventory tool or by monthly count. Avoid tracking it in two systems that disagree.
Monthly checks
- POS sales totals match accounting revenue for the month.
- Deposits reconcile to sales, net of fees and timing.
- Prepaid liability balances match outstanding balances in the POS.
- Payroll totals match the payroll provider's reports.
When changing systems
If you switch POS or accounting software, plan the move at the start of a month, carry over open package and membership balances accurately and run both systems in parallel for a short period if you can.
Clean connections between systems are what make a live dashboard possible. Without them, every report needs manual fixing.
Want these numbers for your own clinic? Start with a free 15-minute call.
Book a Free Call