ABA Bookkeeping, Advisory, Fractional CFO & RCM Services

Our expert bookkeeping services ensure accuracy and compliance while providing you with the financial insights needed to make informed business decisions. Trust us to streamline your financial processes, so you can focus on what truly matters—growing your business.

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What We Offer

  • ABA-specific bookkeeping for practices that want accurate books and a clear picture of where the money is going.

    Includes:

    • Post payroll by role — RBT, BCBA, and admin — tracked against revenue by service line

    • Post revenue from CentralReach by period and procedure code (97153, 97155, 97151, 97156)

    • Categorize all transactions with an ABA-specific chart of accounts

    • Monthly A/R review: billed, collected, open balances, and write-offs by payer

    • Monthly A/P review: post vendor bills with terms

    • Reconcile cash and credit card accounts

    • Monthly financial statements with a plain-language summary — no accounting jargon

  • Everything in Core, plus proactive financial management with weekly visibility into your numbers.

    Includes everything in Core, plus:

    • Weekly bank feed updates and revenue posting in QBO — books never more than 7 days behind

    • Weekly revenue posted from your practice management platform by procedure code so payroll-to-revenue ratios stay current

    • Payroll posted by role — RBT, BCBA, and admin — with labor cost tracked as a percentage of collected revenue each month

    • Monthly A/R review with payer-level detail: what was billed, what was paid, what is aging, and what needs to be chased

    • Monthly financial review meeting with ownership — plain-language summary of where the practice stands, what the numbers are telling you, and what to watch next month

    • Receipt management and vendor bill posting with terms tracked in QBO

    • W-9 collection and 1099 preparation annually

  • Your dedicated, white-labeled finance department — without the overhead of a full-time hire.

    At this tier, The ABA Bookkeeper operates as your embedded finance team. We communicate directly with your billers, payroll company, and vendors using a branded email address from your practice. Your staff and partners interact with us as if we are in-house.

    Includes everything in Core and Enhanced, plus:

    • White-labeled email address — we correspond with your biller, payroll company, and vendors as your finance team, not as an outside contractor

    • One-hour weekly meeting with ownership, management or biller for high-touch financial collaboration

    • Proactive financial monitoring — we flag issues before you ask, not after you notice

    • Scenario modeling on request: what does adding 5 clients do to margin? What does a new BCBA hire cost us at current revenue?

    • KPI tracking: labor as % of collected revenue, AR days, revenue by procedure code, utilization trends

    • Priority response — questions answered within one business day

  • We handle payroll processing so your team stays focused on operations. Our role is to:

    • Process payroll through your provider on schedule

    • Ensure proper coding by department, location, and pay type

    • Coordinate with your designated payroll contact for adjustments or special pay items

    • Maintain accurate, compliant payroll records that flow directly into your books

    What’s not included:

    • Reviewing or approving employee hours

    • Approving expense reimbursements or time-off requests

    • Direct communication with employees regarding payroll matters

    Those responsibilities remain with your internal team. We work exclusively with management to ensure payroll is processed accurately and aligned with financial reporting.

    Available exclusively to ongoing monthly clients.

Financial Advisory for ABA Practices

Not every practice needs a full finance team. Some need a clear answer to a specific question. Our advisory work is scoped to the decisions ABA owners actually face: whether a new BCBA hire pencils out at current collected revenue, what a second location does to overhead, why margin is shrinking while billed hours are up.

Typical engagements include cash flow forecasting built on payer remittance timing, AR cleanup and aging analysis by payer, biller audit support, labor cost modeling by role, chart of accounts rebuilds to ABA standards, and rate analysis against your contracted fee schedules. Available as a one-off project or bundled into an ongoing package.

Fractional CFO for ABA Practices

A fractional CFO gives you senior financial leadership without a six-figure salary. For ABA practices in growth mode, adding clinicians, opening locations, preparing for a sale or a raise, this is the tier that changes decisions rather than just reporting on them.

We operate as your embedded, white-labeled finance department. Your billers, payroll provider and vendors correspond with us using an email address from your practice. You get weekly leadership meetings, scenario modeling, and KPI tracking on labor as a percentage of collected revenue, AR days, revenue by procedure code and utilization trends. We scale to fit the practice, from a single clinic running $650K a year to a platform running $65M.

Revenue Cycle Management Support for ABA

RCM usually gets used as a synonym for billing. That is not what this is. We do not submit claims.

We manage the front of house and the back of house around your billing, which are two different functions and both of them leak. We clean up what is broken, establish and document the process, inspect what we expect, and deliver clean visualized data your team can act on.

That means auth burn measured against schedulable capacity rather than raw authorization, service line coverage so authorized lines like parent training and supervision do not quietly go undelivered, cancellation tracking split by provider and client and sized in dollars, note lag and charge lag monitoring with timely filing risk flagged before it becomes a write-off, denial and underpayment and recoupment tracking by payer and code, net collection rate and days in A/R reported monthly, and reconciliation of CentralReach revenue to QuickBooks with CR maintained as the single source of truth.

This is not bookkeeping. The two run side by side and neither substitutes for the other. Your bookkeeper will show you the write-off after a claim ages out. RCM management is what prevents it.

Every ABA practice needs this function. It does not have to be us. It can be a Clinical Director, an Operations Director, or you. What it cannot be is nobody.

Not ready for full advisory? We also offer a standing Revenue Integrity Dashboard so your team can work the list without building the reporting themselves.

What to Expect

ABA books get messy fast when payroll, billing, and CentralReach aren’t tied together. We fix that. We build clean, reliable financials that match how your clinic actually runs—so you can make decisions with confidence.

Get Aligned

We start with a 60-minute call to understand your workflow and your team. Then we collect access so we can operate behind the scenes without adding confusion.

What happens here:

  • Client portal setup + logins

  • Introductions to your payroll rep, biller, and CentralReach rep

  • Review of your employee roster (Admin, Marketing, RBT, BCBA, Owner)

Build the Foundation

In the first 4-6 weeks, we clean up the books and rebuild them the right way. This is where we create a system that works for ABA—not generic bookkeeping.

What we fix:

  • Update your chart of accounts to ABA standards

  • Post payroll by department, location, and pay type

  • Post revenue from CentralReach by date service (not just deposits)

  • Categorize transactions with precision

  • Reconcile bank and credit cards

  • Clean up payee/vendor consistency

Create a Monthly Close Rhythm

Once the foundation is set, we run a consistent monthly workflow. This keeps your reporting clean and predictable.

Monthly workflow includes:

  • A/R review (billed, paid, open balances, write-offs)

  • A/P review (vendor bills with terms)

  • Account reconciliations

  • Full books review

  • Monthly financial statements delivered by email

Review + Advise

After cleanup, we meet with leadership to review draft financials, fine-tune the accounts, and align reporting with what matters most to you.

You’ll get:

  • Financials you can trust

  • Clear reporting tied to how your clinic runs

  • Direct guidance on ABA industry standards

  • A real sense of control again

Let’s Work Together

Fill out this form and we’ll reply within 2 business days.

We’ll ask a few quick questions so we can:

  • confirm we’re a good fit

  • recommend the right package

  • give you a clear next step

Prefer to talk first? Give us a call (323) 889-9947