How it runs for clinical laboratories
We configure bank feeds, Bill.com, payroll integration and processor connections with read-only access, migrate opening balances at a clean cut-over and document the posting rules. Migrations from QuickBooks Desktop or a hospital ERP follow the same plan.
What is accounting software setup and migration?
Accounting software setup is the configuration of a new ledger: chart of accounts, tax codes, bank feeds, items, users and apps. Migration is moving existing books from another platform or spreadsheet into that ledger so history, open items and balances carry across. Both end with a file that agrees to the old records and is ready for live posting.
What we handle for clinical laboratories
- Chart of accounts built around third-party, client-bill and patient revenue with contra-adjustment lines
- Classes or dimensions for test lines and sites, mapped to LIS and billing-system codes
- Billing-system general-ledger export mapped and tested against a prior month
- Bank feeds, Bill.com, ADP or Gusto and processor connections configured with read-only access
- Opening balances migrated and reconciled, with written posting rules handed over
The KPI that matters here
First month-end posted from the billing-system export without manual rework, and opening balances agreed to the prior system.
Clinical labs compliance notes
CLIA
Every lab that tests human specimens must hold a CLIA certificate matched to the complexity of its testing, renewed on a two-year cycle with fees based on test volume. We record certificate fees, proficiency-testing subscriptions and inspection-related costs as compliance expenses and keep renewal dates on the close calendar. Certification and inspection readiness stay with your lab director.
Payer rules and PAMA
Medicare pays lab tests from the Clinical Laboratory Fee Schedule, commercial payers pay contract rates, and both apply medical-necessity and frequency rules that produce denials. PAMA private-payer rate reporting also falls on applicable labs in reporting years. We keep revenue, adjustments and denials in separate accounts so your billing team and CPA can see each effect.
HIPAA
Remittances, client invoices and LIS exports carry patient identifiers and test names. Our staff are HIPAA-trained, we sign a BAA, all access is logged with MFA, and exports are handled inside your systems and our portal rather than on local drives.
Anti-kickback and EKRA
The federal Anti-Kickback Statute and the Eliminating Kickbacks in Recovery Act restrict how labs pay marketers and how they price or discount services for referral sources. We record sales compensation and client discounts exactly as your compliance counsel has approved them, and flag any arrangement that looks volume-based so it can be reviewed. We do not give legal advice.
Clinical labs software we work in
- QuickBooks Online
- Sage Intacct
- Bill.com
- ADP
- LIS exports (Orchard, Sunquest, SCC Soft)
- XIFIN
- TELCOR
- All 50 platforms
More for clinical laboratories
Other services for clinical labs
Software setup and migration in other industries
Frequently asked questions
Should a clinical lab use QuickBooks Online or Sage Intacct?
QuickBooks Online fits single-entity labs with a few sites that need classes and locations for test-line and site reporting. Sage Intacct suits multi-entity groups, hospital joint ventures and labs that need dimensions, consolidations and stronger approval controls. We work in both and recommend based on entities, volume and reporting needs. The accounting software setup service page compares the two.
Can our billing platform post directly to the accounting system?
Many lab billing platforms provide a general-ledger export or summary report that can be mapped to your chart of accounts. We build and test the mapping so charges, adjustments, cash and AR movements land in the right accounts, then run a parallel month to prove it. Patient-level and accession-level detail stays in the billing system and the LIS.
How long does a laboratory setup or migration take?
A straightforward QuickBooks Online setup with billing-system mapping is usually completed within a few weeks, timed to a month or quarter end for clean opening balances. A Sage Intacct implementation for a multi-entity group takes longer and runs in phases. We quote after reviewing your current file, billing platform, LIS exports and reporting needs.
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