Bookkeeping, tax, and financial support for group therapy practices
You built this practice to care for people. You don’t have to carry the business side alone.
TheraBooks keeps your books current, handles tax planning and payroll tax through the year, and gives you someone to think through the financial questions with — hiring, clinician pay, cash flow, another location — as they come up.
You’re already making these calls.
Our job is to make sure the numbers are there when you do.
- 01
A clinician you value asks for a raise.
Can we afford it, and what does it change?
- 02
You are ready to add clinicians.
Does the timing work, and how many?
- 03
Several therapists change from full-time to part-time.
What’s the cost? Do we need to hire more people?
- 04
A second location starts to look possible.
What would it really cost us?
- 05
You are weighing contractors against employees.
What does each model actually cost?
- 06
Revenue is up, but the bank balance does not feel like it.
Where is the money going?
None of these have a single right answer. They are easier to make when someone has reviewed your numbers all year and can talk them through with you.
Talk with Florence.
A few details is all it takes to start. Florence will get back to you to find a time, and she will ask the rest in the conversation. She will listen first, explain how TheraBooks works, and tell you honestly whether it is a fit — including if it is not.
- Florence reads what you sent.
- She gets in touch to find a time that works.
- You talk through how the practice runs and what you are working through.
- She explains which plan fits, or tells you honestly if TheraBooks is not the one.
What working together looks like.
The bookkeeping and the tax work are the foundation. The part owners tell us they value is having someone who already understands the practice when a question comes up.
- A specialist who knows group practices
- Clinician pay and benefits, admin needs, seasonal spikes and dips, cancellation rates, practice culture- you won’t need to spend the first twenty minutes of every call explaining how a group practice works.
- The books, kept current
- Daily bookkeeping, financial statements built around how your practice actually runs, and a monthly review before anything reaches you.
- Tax handled through the year
- Proactive planning rather than a March scramble, plus payroll tax support and help with the notices that turn up.
- A person, not a queue
- Each advisor works with a limited number of clients- just like a therapist- so the person who knows your books has time to talk when a decision comes up.
Group practices are what her family does.
Both of Florence’s parents are therapists, and they are building a group practice of their own. Group practices and the work therapists do hold a special place in her heart.
She started TheraBooks & Tax to work with practices properly: not general small-business bookkeeping applied to a therapy practice, but an accountant who understands the challenges of productivity vs burnout, why culture is an investment rather than a cost, and what that means for the numbers.
Stay independent. Stay profitable. Stay focused on care.
Practice owners that understand their own numbers feel safer and more secure with their decisions. Healthy margins aren’t the only goal, but they are what keeps the practice viable and independent enough to stay focused on caring for the community.
What it is like to work with Florence.
She completely lifts the financial burden of tax planning and financial review. On top of that, I had so many tax blind spots I wasn’t even aware of, and she completely pulled my entire operation out of the gutter, restructuring it for fast, easy, and accurate reporting. And above all, she’s just a wonderful, highly intelligent professional to have in your corner.
Ryan MusselmanCoachLinkedInI never pay attention to glossy websites and its contents. They all sound the same and who could really know the true nature and quality of the service it claims. But Florence is the real deal. She and Pursuit Tax is exactly what it purports to be. I have almost run out of superlatives during my time working with Florence. It's hard to relay all of her exceptional skills. She is precise and methodical in her approach, has exceptional ability to communicate her deep and vast knowledge clearly and professionally, fully anticipates the next steps of the work, is generous and dedicated to her clients, and has unparalleled work ethic. AND, she is just so darn likable! Florence was steadfast and was an absolute joy to work with even during a time of what many might deem worse than death - yes, an audit! My business was randomly selected for an audit but Florence took the stress out of the audit and did all of the heavy lifting. She figured out what the auditor needed, gave me a list of documents to collect, reviewed my books, ran a mock audit, and met with the auditor. On top of that, there was an issue with my bookkeeping and Florence meticulously went through bank statements to fix my books so that the needed P&L reports could be generated. At every step of the way, Florence clearly communicated what was going on, what she was going to do, and what I needed to do. She consistently went above and beyond to provide recommendations and the needed context. She worked tirelessly and simplified the process for me so that I could fully focus on running and growing my small business. It is my sincere hope that everyone has the utter privilege to one day be able to call Florence their very own tax advisor!
I had the pleasure of working with Florence on a large project that involved multiple years of auditing, corrections, and retroactive tax strategy for a business owner. I was consistently impressed by her tax expertise, responsiveness, and the way she explained strategies clearly instead of just giving instructions. Florence truly reflects Pursuit Tax's commitment to financial clarity and proactive solutions. She made complex issues feel simple, offered thoughtful guidance, and was collaborative every step of the way. Having worked with many accounting professionals, I can confidently say this level of service is rare. Pursuit Tax is an excellent choice for any business seeking knowledgeable, professional support to elevate their accounting and tax planning. As a professional bookkeeper myself, I cannot recommend Pursuit Tax enough for business owners who want more than just a quarterly P&L.
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Three ways to work together.
Every plan includes daily books, custom financial statements, unlimited payroll tax support, and unlimited email and text access to your advisor. Silver and Gold are for Texas practices; Bronze is for practices elsewhere.
| Plan | BronzeOutside Texas | SilverTexas only | GoldTexas onlyrecommended |
|---|---|---|---|
| Monthly | $1,700 | $2,000 | $2,600 |
| Overview | For practices outside Texas. Everything except tax planning.Works alongside your own tax planner, so please have one in place before we start. | For Texas practices. Everything except monthly sessions and forecasting. | For Texas practices. Everything included: books, tax planning, monthly sessions, and forecasting. |
| Trial | First month free — cancel any time | First month free — cancel any time | First month free — cancel any time |
| Includes | |||
| A+ Books A+ Books
| Included | Included | Included |
| Monthly Reports Monthly Reports
| Included | Included | Included |
| Clinician Performance Dashboard Clinician Performance Dashboard
| Included | Included | Included |
| Unlimited Payroll Tax Support Unlimited Payroll Tax Support
| Included | Included | Included |
| Unlimited Emails and Texts with Advisor | Included | Included | Included |
| Personal Proactive Tax Planning Personal Proactive Tax Planning
| Not included | Included | Included |
| Free IRS/State Notice Resolution & Audit Representation Free IRS/State Notice Resolution & Audit Representation
| Not included | Included | Included |
| Monthly Sessions & Forecasting Monthly Sessions & Forecasting
How to know if you need financial forecasting? Ask yourself this: If 5 employees quit tomorrow and you needed to hire 5 more, do you know how your financials would be impacted?
| Included | Not included | Included |
| Clinicians | Up to 25 clinicians | Up to 25 clinicians | Up to 25 clinicians |
| Best when | Your practice is outside Texas and you already work with a tax planner you trust. | You want the numbers accurate, current, and organized around how the practice actually runs. | You are hiring, changing how clinicians are paid, considering a location, or watching cash against slow insurance payments. |
| Next step | Talk with Florence | ||
BronzeOutside Texas
- Monthly
- $1,700
- Overview
- For practices outside Texas. Everything except tax planning.Works alongside your own tax planner, so please have one in place before we start.
- Trial
- First month free — cancel any time
- Includes
- A+ BooksA+ Books
- Bookkeeping done daily
- Immediate alert when something looks wrong (unknown transactions, bank balance low, potential fraud charges, low cash flow, low revenue, etc.)
- Monthly review of all financial statements
- Monthly ReportsMonthly Reports
- Monthly reports emailed to you by the 15th
- Includes graphs, executive summary, Profit and Loss statement, Balance Sheet, and Cash Flow statement
- Includes monthly tax payment recommendations, if applicable
- Clinician Performance DashboardClinician Performance Dashboard
- FREE analytics dashboard tracking metrics such as average revenue/clinician, churn/clinician, sessions/clinician, collections/clinician, and more
- Dashboard reviewed monthly at minimum
- Unlimited Payroll Tax SupportUnlimited Payroll Tax Support
- Unlimited payroll tax notice resolution
- Year-round monitoring of payroll and payroll tax system
- Immediate alert when something needs to be fixed
- Unlimited Emails and Texts with Advisor
- Monthly Sessions & ForecastingMonthly Sessions & Forecasting
- Monthly 50-minute issues + solutions session
- Monthly revenue, expenses, and cash flow forecasting for the current full calendar year and the next full calendar year
- Best for practice owners who need scenario modeling and budgeting direction
How to know if you need financial forecasting? Ask yourself this: If 5 employees quit tomorrow and you needed to hire 5 more, do you know how your financials would be impacted?
- “Yes” → you may already have financial forecasting in place and don’t need this service
- “No / I’m not sure” → financial forecasting is not a necessity, but it is the best tool to help you plan because it is forward looking
- A+ Books
- Clinicians
- Up to 25 clinicians
- Best when
- Your practice is outside Texas and you already work with a tax planner you trust.
- Next step
- Talk with Florence
SilverTexas only
- Monthly
- $2,000
- Overview
- For Texas practices. Everything except monthly sessions and forecasting.
- Trial
- First month free — cancel any time
- Includes
- A+ BooksA+ Books
- Bookkeeping done daily
- Immediate alert when something looks wrong (unknown transactions, bank balance low, potential fraud charges, low cash flow, low revenue, etc.)
- Monthly review of all financial statements
- Monthly ReportsMonthly Reports
- Monthly reports emailed to you by the 15th
- Includes graphs, executive summary, Profit and Loss statement, Balance Sheet, and Cash Flow statement
- Includes monthly tax payment recommendations, if applicable
- Clinician Performance DashboardClinician Performance Dashboard
- FREE analytics dashboard tracking metrics such as average revenue/clinician, churn/clinician, sessions/clinician, collections/clinician, and more
- Dashboard reviewed monthly at minimum
- Unlimited Payroll Tax SupportUnlimited Payroll Tax Support
- Unlimited payroll tax notice resolution
- Year-round monitoring of payroll and payroll tax system
- Immediate alert when something needs to be fixed
- Unlimited Emails and Texts with Advisor
- Personal Proactive Tax PlanningPersonal Proactive Tax Planning
- Year-round business and personal tax strategy recommendations
- 2 Tax Planning Meetings/Year in May and November
- Half-year and year-end tax projections
- Monthly estimated tax projections, processing, and tracking
- Free Texas Public Information Report filing annually, if applicable
- Free IRS/State Notice Resolution & Audit RepresentationFree IRS/State Notice Resolution & Audit Representation
- Unlimited IRS and state tax notice resolution
- Free audit representation for the returns we prepare; if an audit requires specialized expertise beyond our scope, we’ll let you know right away and refer you to a qualified professional
- A+ Books
- Clinicians
- Up to 25 clinicians
- Best when
- You want the numbers accurate, current, and organized around how the practice actually runs.
- Next step
- Talk with Florence
GoldTexas onlyrecommended
- Monthly
- $2,600
- Overview
- For Texas practices. Everything included: books, tax planning, monthly sessions, and forecasting.
- Trial
- First month free — cancel any time
- Includes
- A+ BooksA+ Books
- Bookkeeping done daily
- Immediate alert when something looks wrong (unknown transactions, bank balance low, potential fraud charges, low cash flow, low revenue, etc.)
- Monthly review of all financial statements
- Monthly ReportsMonthly Reports
- Monthly reports emailed to you by the 15th
- Includes graphs, executive summary, Profit and Loss statement, Balance Sheet, and Cash Flow statement
- Includes monthly tax payment recommendations, if applicable
- Clinician Performance DashboardClinician Performance Dashboard
- FREE analytics dashboard tracking metrics such as average revenue/clinician, churn/clinician, sessions/clinician, collections/clinician, and more
- Dashboard reviewed monthly at minimum
- Unlimited Payroll Tax SupportUnlimited Payroll Tax Support
- Unlimited payroll tax notice resolution
- Year-round monitoring of payroll and payroll tax system
- Immediate alert when something needs to be fixed
- Unlimited Emails and Texts with Advisor
- Personal Proactive Tax PlanningPersonal Proactive Tax Planning
- Year-round business and personal tax strategy recommendations
- 2 Tax Planning Meetings/Year in May and November
- Half-year and year-end tax projections
- Monthly estimated tax projections, processing, and tracking
- Free Texas Public Information Report filing annually, if applicable
- Free IRS/State Notice Resolution & Audit RepresentationFree IRS/State Notice Resolution & Audit Representation
- Unlimited IRS and state tax notice resolution
- Free audit representation for the returns we prepare; if an audit requires specialized expertise beyond our scope, we’ll let you know right away and refer you to a qualified professional
- Monthly Sessions & ForecastingMonthly Sessions & Forecasting
- Monthly 50-minute issues + solutions session
- Monthly revenue, expenses, and cash flow forecasting for the current full calendar year and the next full calendar year
- Best for practice owners who need scenario modeling and budgeting direction
How to know if you need financial forecasting? Ask yourself this: If 5 employees quit tomorrow and you needed to hire 5 more, do you know how your financials would be impacted?
- “Yes” → you may already have financial forecasting in place and don’t need this service
- “No / I’m not sure” → financial forecasting is not a necessity, but it is the best tool to help you plan because it is forward looking
- A+ Books
- Clinicians
- Up to 25 clinicians
- Best when
- You are hiring, changing how clinicians are paid, considering a location, or watching cash against slow insurance payments.
- Next step
- Talk with Florence
Pricing beyond 25 clinicians
| Clinicians | Bronze | Silver | Gold |
|---|---|---|---|
| 1–25 | Included | Included | Included |
| 26+ | +$50 each | +$50 each | +$50 each |
Added per clinician, per month, on top of the plan.
Works with the systems your practice already uses
TheraBooks has experience working with the EHR platforms commonly used by group therapy practices, and is glad to work with others.
- Simple Practice
- TherapyNotes
- IntakeQ
- PT Everywhere
Experience only. These are not integrations, partnerships, or endorsements, and TheraBooks does not administer these systems.
Questions practice owners ask.
What profit margin should I be aiming for?
For group therapy practices, we’re typically shooting for a 20-30% profit margin.
Do you think the contractor model or employee model works better for group practices?
This is such a great question! The contractor model is one we see often, and unfortunately, it is not sustainable past a certain point. A lot of practices we work with transition from the contractor model to an employee model.
Why? Because with employees:
- 1) You can boost retention- salary and benefits offer security to your team. (It also helps your culture!)
- 2) You have more control. Sooo much more control. As you define your company culture, set employee standards, etc., you’ll want to make sure your team follows your lead, too. You can’t enforce training, culture, or too many standards with contractors.
- 3) Less payroll audit risk. You really can’t be too controlling with contractors- you can direct the result of their work, but not when, how, or where it’ll be done.
What do A+ books look like?
3 things:
- 1) Books that are ready for an audit, always. We have dealt with one audit so far. It resulted in no change, primarily because we and the client had all the documentation ready to go. Our goal is to be the one in your company who knows the story behind every transaction, rather than you. In practice, this means we never book a transaction we don’t know, we constantly review our past work, and we notify you immediately when something looks off.
- 2) Books that match the business’s story. This is all about how we format the financial statements so that we can easily see and track the data we want.
- 3) Books that are constantly up to date and ready for projections. We know group therapy practices are constantly changing and growing. Business owners need data to make decisions. It’s our job to make sure that data is clean and reliable so that when it’s time to make projections, the projections are also reliable. Quality in, quality out.
What EHRs/EMRs do you have experience with?
Currently, we work with clients that use TherapyNotes, Simple Practice, IntakeQ, and PT Everywhere. We access them so we can work with clients to make sure we know where to pull the data and reports we need.
What financial metrics do you recommend tracking for group therapy practices?
You should be consistently monitoring your revenue, gross profit, net profit, and cash flow for trends.
Here are 3 other important metrics to track (there are many others):
- Revenue/therapist (this is your main driver!)
- CPT codes
- AR as a % of revenue
I already have an accountant. Is this transition going to be huge?
If you already work with an accountant, that actually should make our job 10X easier. We can get your login to the portal you have with the accountant and pull what we need.
Our onboarding process is definitely more detailed than most, fyi, but it’s mainly just the documentation we ask for. We want to get all the busy work (signatures, forms, etc.) out of the way at the beginning so we won’t have to worry about it again and can revert our focus back to your business.
Start with a conversation.
Tell Florence a little about your practice and she will get back to you. She will listen first, explain how TheraBooks works, and tell you honestly whether it is a fit.
No pitch, and no engagement is created automatically.