Many healthcare providers are using the wrong bookkeeping and accounting methods. Learn more about what software and approach makes sense for your practice and why timing matters.
The Bookkeeping and Accounting Decision You're Probably Ignoring
Most healthcare providers didn't go to medical school to become accounting experts. Yet here you are, running a business that requires financial decisions that would make MBA graduates nervous.
One of the most fundamental choices, whether to use cash or accrual accounting, often is decided by default rather than design. The result is that many practices are using an accounting method that actively works against their financial clarity and growth potential.
Between managing patient care, dealing with insurance companies, and keeping your team running smoothly, diving deep into bookkeeping and accounting methodology feels like one task too many.
Due to this, practices often stick with whatever their accountant set up years ago, or worse, whatever seems simplest at the time. But this choice affects everything from your tax timing to your ability to secure financing to your understanding of whether you're actually profitable.
Cash Accounting: The Simple Approach
Cash accounting works exactly like it sounds: you record income when money hits your bank account and expenses when money leaves it.
Saw a patient in January but didn't get paid until March? That's March revenue in cash accounting.
Bought supplies in December but paid the invoice in January? That's a January expense.
For small practices or those just starting out, cash accounting can feel refreshingly straightforward. Your books match your bank account, which makes intuitive sense. You don't need to track what's owed to you or what you owe others, just what's actually moved through your accounts.
But here's where healthcare's reality starts to break this simplicity. When you're dealing with insurance reimbursements that routinely take 30-90 days, cash accounting can lead to fluctuations in reported performance, but it still offers a real-time view of your available funds crucial for practices managing day-to-day operations.
One month you're flush because several old claims finally paid out. The next month looks disastrous because you're waiting on a backlog of pending payments. Your actual business performance hasn't changed, but your financial picture swings wildly based on payer processing times.
Accrual Accounting: Matching Reality to Records
Accrual accounting takes a different approach: you record income when you earn it and expenses when you incur them, regardless of when cash actually changes hands.
Provided services to 100 patients this month? That's revenue for this month, even if insurance won't pay for another 60 days.
Received medical supplies you'll pay for next month? That's still an expense right now.
This method gives a complete picture of revenue earned, which can be helpful for long-term planning, though it may not reflect your current cash position. You can see whether you're truly profitable in a given month based on the work you did, not based on which insurance companies happened to process claims quickly.
It's like the difference between looking at your practice's vital signs versus checking if it has a pulse. This clarity becomes even more powerful when combined with Flychain's financial reporting tools that translate complex data into actionable insights.
The challenge with accrual accounting is that it requires more sophisticated tracking. You need to monitor accounts receivable (what patients and insurers owe you) and accounts payable (what you owe suppliers and vendors). For healthcare practices dealing with dozens of payers, each with their own payment timelines and denial patterns, this can feel overwhelming without the right systems in place.
The Healthcare-Specific Complications
What makes this choice particularly tricky for healthcare providers is that your revenue cycle doesn't work like other businesses. A retail store sells something and gets paid immediately. A consultant sends an invoice and typically receives payment within 30 days.
But healthcare practices exist in a payment twilight zone where you might wait months to get paid for services already delivered, and even then, you might get partial payments, denials, or requests for additional documentation.
This complexity shows up in specific ways that affect your accounting choice. Under cash accounting, your January might show massive losses because December's holiday scheduling meant fewer appointments, even though you have hundreds of thousands in outstanding claims. Your banker looks at those numbers and sees a failing business. You know it's just timing, but try explaining that when you need a line of credit for new equipment. This is exactly why Flychain's cash flow management solutions help practices bridge the gap between accounting methods and actual cash needs.
When to Make the Switch
There's no universal rule about when a practice should switch from cash to accrual accounting, but several signals suggest it's time to consider the change.
- If you're consistently struggling to understand whether your practice is actually profitable because payment timing obscures performance, that's a red flag.
- If you're having trouble securing financing because lenders can't make sense of your cash-basis financials, that's another.
- And if you're making strategic decisions based on your bank balance rather than your actual business performance, you're probably overdue for a change.
The IRS generally requires businesses with average annual gross receipts over $27 million to use accrual accounting, but most healthcare practices benefit from switching well before hitting that threshold. Many practices begin considering accrual accounting as they approach $5 to $10 million in annual revenue, especially if they are planning to sell or raise investment. That said, the right timing can vary by specialty. Some providers, like pediatric practices, may continue using cash-based accounting even at higher revenue levels.
Common Transition Mistakes
The biggest mistake practices make when switching to accrual accounting is trying to do it themselves mid-year without professional guidance. This isn't just a matter of changing how your bookkeeper records transactions going forward - you need to properly account for all outstanding receivables and payables at the moment of transition.
Miss this step and your books will be off forever, making every subsequent financial decision based on flawed data.
Another common error is switching to accrual accounting without upgrading the systems and processes needed to track receivables effectively.
Accrual accounting requires accurate bookkeeping software, with up-to-date tracking systems, because without them, it can create a false sense of security based on revenue that has not yet been collected.
For healthcare practices, this means having clear visibility into your claims pipeline, denial rates, and average payment timelines by payer. Without the right tools, like Flychain's integrated bookkeeping platform, you're just trading one type of confusion for another.
Making Sense of It All
The choice between cash and accrual accounting is not just an accounting technicality. It fundamentally shapes how you understand and run your practice.
Cash accounting offers simplicity and real-time visibility into what is actually in your bank account. For smaller practices managing tight cash flow, this can be a real advantage. Providers with under $5-10 million in annual revenue often benefit from sticking with cash-based accounting. It keeps costs low, reflects your current financial position, and avoids the complexity of tracking income that has not yet arrived.
That said, cash accounting has its limitations. It can distort your understanding of performance when delayed payments or reimbursement cycles create a disconnect between work performed and revenue recorded.
This is where accrual accounting starts to make more sense. For growing practices especially those above $5 to $10 million in annual revenue or considering a sale or outside investment accrual provides a fuller picture. It captures revenue when it is earned, not when it is paid, and becomes essential for accurate valuation, forecasting, and strategic planning.
There is no one-size-fits-all answer. The right method depends on your practice's size, specialty, and goals. What matters most is that the choice is intentional, with a clear view of both the benefits and tradeoffs.
Conclusion: Your Finances, Clarified
The right accounting method for your practice depends on your size, complexity, and growth plans. But one thing is certain: making this choice by default rather than design is a recipe for financial confusion. Whether you stick with cash accounting or make the switch to accrual, the key is having systems in place that give you true visibility into your practice's financial performance.
This is where Flychain's approach makes the difference. Our CFO intelligence and bookkeeping services are built specifically for healthcare's unique financial reality. We help practices implement the right accounting method for their situation and maintain the clean, accurate books needed to make it work. Because understanding your finances shouldn't require an accounting degree - it should just require the right partner.
Ready to get clarity on your practice's true financial picture? Let Flychain show you how the right accounting approach, combined with healthcare-specific financial intelligence, can transform how you understand and grow your business.
Schedule a free consultation with Flychain - no strings attached! Let our team of financial experts walk you through how we support healthcare providers just like you.