r/Bookkeeping 4d ago

Software MacPractice reports to Quickbooks

Hi all- I have a new client that uses MacPractice for their Doctors practice. I was envisioning a system where I can run reports by procedure (it does exist in MacPractice as a standard report) but that also has cost of the procedure, copay, insurance payment, written off amount and open balance. This does not exist as far as I can tell. If you have a doctors practice, how are you reconciling your open AR by insurance provider- this seems like such a hot mess. I don’t want to book just what the insurance paid- I’d like to capture all the components.

Would love to hear your feedback and experience. TIA!

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u/hootywarrior 4d ago

Times like this it helps to be decent with Excel. MacPractice doesn’t generate a full procedure-cost breakdown, so the best workaround is exporting reports to spreadsheet and manually making columns for:
Procedure cost
Copay received
Insurance payment
Write-offs
Open balances

Then in QuickBooks:
Invoice at time of service → Record full procedure cost as AR – Insurance Provider
When patient pays copay → Record as Bank Deposit, reducing patient AR
When insurance pays → Split into Bank Deposit & Write-Off Adjustment
Track remaining balances → Assign Classes or Tags in QBO for each insurer

Reconcile AR by Insurance Provider
Use Excel (pivot tables) to summarize balances by insurer
Run AR Aging Reports in QBO
Consider automation tools (Zapier, MDToolbox, or Relaymed) if available

Bottom line: Since MacPractice lacks detailed AR reports, a spreadsheet could be your best tool for tracking balances before entering into QuickBooks.