How it runs for DME and HME suppliers
We set up bank feeds, Bill.com, payroll integration and sales-tax tracking for taxable versus exempt items, migrate opening balances, and document the posting rules your team will follow. Migrations from QuickBooks Desktop or a spreadsheet 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 DME and HME suppliers
- Chart of accounts built around rental, sale, resupply and retail revenue with contra-adjustment lines
- Classes or dimensions for product lines and branches, mapped to billing-system codes
- Brightree or Bonafide GL export mapped and tested against a prior month
- Bank feeds, Bill.com, payroll 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 with no manual rework, and opening balances agreed to the prior system.
DME & HME compliance notes
Medicare DMEPOS supplier rules
Medicare DMEPOS suppliers must meet the supplier standards, hold accreditation and keep a surety bond to bill Medicare. Payment then follows fee schedules, competitive-bid amounts and capped-rental rules that decide when revenue is earned. Your books need to reflect those payment rules, not a generic sales model.
Prior authorization
CMS keeps a Required Prior Authorization List for certain DMEPOS items, and claims for those items without an affirmed decision are denied. We flag delivered-but-unauthorized orders as unbilled at each close so cash forecasts stay honest. Authorization work itself stays with your intake or billing team.
HIPAA
Patient names and diagnoses appear on remittances, statements and Brightree exports. Our staff are HIPAA-trained, we sign a BAA, access is logged and files are never downloaded to local devices.
State sales tax on equipment
Many states exempt prescribed durable medical equipment from sales tax while taxing retail accessories and over-the-counter items. We track taxable and exempt sales separately in the ledger so returns can be prepared from the books. Your tax preparer or advisor confirms the rules for each state.
DME & HME software we work in
- QuickBooks Online
- Sage Intacct
- Bill.com
- Gusto
- Brightree
- Bonafide
- TIMS Software
- All 50 platforms
More for DME and HME suppliers
Other services for dme & hme
Software setup and migration in other industries
Frequently asked questions
Should a DME supplier use QuickBooks Online or Sage Intacct?
QuickBooks Online suits single-entity suppliers with a few branches who need classes and locations for product-line and branch reporting. Sage Intacct fits multi-entity groups that need dimensions, consolidations and stronger approval controls. We work in both and will recommend based on entities, transaction volume and reporting needs, not on software preference. The accounting software setup service page compares the two.
Can Brightree post directly to our accounting system?
Brightree provides general-ledger export functionality that can be mapped to your chart of accounts, and the same is true of several other HME billing platforms. We build and test the mapping so revenue, adjustments, cash and AR movements land in the right accounts, then run a parallel month to prove it. Patient-level detail stays in the billing system.
How long does a 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 is planned in phases. We quote after reviewing your current file, billing system and reporting needs.
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