HubDoc

How do I record patient payments that come through insurance and direct billing?

Record insurance and direct-billing payments by separating patient responsibility from insurer responsibility, using clearing accounts for each insurer, and matching remittances to individual claims. Recognize revenue only when services are rendered, and keep patient A/R, insurer A/R, and write-offs clearly separated to ensure your HST, deposits, and payouts reconcile cleanly.

Should I track gift cards and prepaid treatment packages differently?

Yes. Gift cards and prepaid treatment packages must be tracked differently because gift cards create a liability until redeemed, while prepaid packages often require revenue recognition as sessions are delivered. Tracking them separately keeps your HST treatment correct and ensures outstanding balances, redemptions, and practitioner payouts stay accurate.

What’s the best way to pay practitioners who are independent contractors?

Pay independent-contractor practitioners through clear split-fee agreements, using collected revenue reports from your PMS as the basis. Issue T4As for amounts over $500, avoid paying from cash receipts, and use automated tools like Plooto or Wagepoint to keep payments traceable, consistent, and CRA-compliant.

How do I reimburse staff for supplies they purchase (e.g., massage oil, exercise bands)?

Reimburse staff by requiring receipts, recording the cost as a clinic expense (not contractor pay), and paying through your accounting system using tools like Plooto or Wagepoint. Keep reimbursements separate from wages or contractor payouts, and follow CRA rules to avoid taxable benefits or misclassified expenses.

What’s the best way to manage receipts and invoices?

The best way for a health and wellness clinic (physio, chiro, osteo, massage etc) to manage receipts and invoices is to go fully digital: use cloud tools like Dext or Hubdoc to capture bills and receipts, link them to Xero or QBO, and store everything in an organized, searchable system that meets CRA’s record-keeping rules and retention requirements.

Can I connect Jane with my bookkeeping system?

Yes. Jane doesn’t replace your bookkeeping system—it feeds it. You can export daily sales reports from Jane and import them into Xero or QuickBooks Online, or connect via supported integrations, so your clinic’s revenue, HST, and payouts flow cleanly into your accounting software without manual data entry.

What monthly reports should I expect as a clinic owner?

Each month, a therapy clinic owner should expect at minimum: Profit & Loss, Balance Sheet, cash summary, A/R and A/P aging, plus simple HST and payroll summaries. Ideally, these reports are clinic-specific, timely, and consistent so you can track profitability, cash flow, and growth by practitioner and location.

How do I prepare for year-end tax filing with my accountant?

To prepare your health clinic for year-end tax filing, make sure all months and accounts are fully reconciled, HST and payroll are up to date, major balances (like loans and fixed assets) are confirmed, and you’ve gathered key documents (contracts, leases, equipment purchases). Then send your accountant a clean, clearly labeled year-end package.

Do clinics have to charge HST on services?

In Canadian health and therapy clinics, you usually do not charge HST on medically necessary physiotherapy, chiropractic and other qualifying health-care services provided by licensed practitioners. However, many other clinic services (massage therapy, wellness add‑ons, cosmetic procedures, reports, products) are taxable. Whether you must register and charge HST depends on both what you sell and how much taxable revenue you earn.

When do I file HST returns?

If your clinic is registered for HST, your filing frequency (annual, quarterly, or monthly) is set by the CRA based on your worldwide taxable revenues and shown in your GST/HST account and on your GST34 return. You must file by the due date for your reporting period even if you owe nothing, or you risk penalties and interest.

How should I record retainers vs. project fees?

Marketing Agencies - How should I record retainers vs. project fees? Record retainers as deferred revenue (a liability) when received, then recognize as earned revenue as you deliver services. Project fees follow the same principle—recognize revenue when work is completed or milestones are achieved. This matching approach keeps your books accurate and aligns with CRA expectations for accrual-basis reporting.

How should I record pass-through ad spend?

Marketing Agencies - How should I record pass-through ad spend? Pass-through ad spend should be recorded on a net basis as a liability or receivable—never as agency revenue—when your agency acts as an agent placing ads on behalf of clients. Record the client's payment as a liability, then offset when you pay the ad platform. Only your management fee or markup is recorded as revenue.

How do I pay freelance designers, writers, or developers?

Marketing Agencies - How do I pay freelance designers, writers, or developers? Pay freelancers through a consistent contractor workflow: signed agreement, proper invoices, and tracked costs by client/project. Before you treat someone as a contractor, use CRA guidance to confirm they’re not actually an employee. If you pay fees for services, you may also have CRA reporting obligations (often via T4A) once thresholds apply. Collect their GST/HST number (if registered) and SIN or business number.…

Should I use payroll software for my employees?

Marketing Agencies - Should I use payroll software for my employees? Yes, you should use payroll software once you have employees. Payroll software automates CPP, EI, and income tax calculations, handles remittances to CRA, generates T4s and ROEs, and reduces the risk of costly errors and penalties. Manual payroll becomes impractical and error-prone even with just one or two employees.

Do I charge HST on my services?

Marketing Agencies - Do I charge HST on my services? Yes, marketing and advertising services are taxable supplies in Canada. Taxable supplies are revenues from commercial activities. If your agency's gross revenue exceeds $30,000 over four consecutive calendar quarters, you must register for GST/HST and charge the applicable rate (5% GST or 13-15% HST depending on your province) on your services. Below $30,000, registration is optional but often beneficial.

What are the best financial reports for managing an agency?

Marketing Agencies - What are the best financial reports for managing an agency? The three essential reports are your Profit & Loss (P&L) statement, Balance Sheet, and Cash Flow Statement. Beyond these, agencies should track project profitability reports, accounts receivable aging, and gross margin by client or service line. These reports reveal whether you're actually making money—not just billing it.