How it runs for DME and HME suppliers
You get a clean starting point, a list of what could not be supported, and a monthly service that keeps it that way.
What is catch-up bookkeeping?
Catch-up bookkeeping is a one-time project that records and reconciles months or years of transactions that were never entered. The goal is a set of books where every bank, card and loan balance agrees with the statement and every period can be reported on. It ends when the backlog is current and reconciled, usually followed by ongoing monthly bookkeeping.
What we handle for DME and HME suppliers
- Monthly revenue, adjustment and cash posted from historical Brightree or Bonafide reports
- Bank, card and loan accounts reconciled month by month to the cut-over date
- Rental fleet and resupply inventory rebuilt to a supportable balance
- Vendor bills and payroll registers posted from Bill.com, email archives and payroll reports
- Written list of unsupported items and open questions for your review
The KPI that matters here
Backlog months reconciled and delivered on the agreed schedule, with a signed-off list of unsupported items.
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
Catch-up bookkeeping in other industries
Frequently asked questions
What records do you need to rebuild DME books?
Monthly revenue, adjustment, cash and AR aging reports from your billing system for each back month, bank and credit-card statements, loan statements, vendor invoices or Bill.com history, payroll registers and any prior tax returns. If Brightree history is intact we can usually rebuild everything else. If a month's reports are missing, we say so rather than estimate silently.
How long does DME catch-up take?
It depends on the number of back months, bank accounts and branches, and on how quickly billing-system reports can be pulled. A single-location supplier with a year of backlog and complete statements is usually a few weeks of work; multi-branch or multi-entity files take longer. We quote after reviewing the file and work to a fixed schedule agreed with you.
Can you catch up the books before a lender or buyer review?
Yes, and we prioritize the items a reviewer will test first: bank reconciliations, AR that agrees to the billing system, inventory and fixed-asset support, and debt schedules. Unsupported items are listed openly so your CPA can decide how to treat them. The catch-up bookkeeping service page explains how the project moves into a monthly close afterward.
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