How it runs for NEMT and medical transportation companies
If you are moving from QuickBooks Desktop or a spreadsheet, we migrate opening balances, the vehicle register, loans and open receivables by broker, and run one month in parallel before cut-over.
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 NEMT and medical transportation companies
- Design a chart of accounts with revenue by broker and trip type and costs by vehicle
- Set up classes or tracking categories for vehicles, cities or divisions
- Map dispatch billing exports and payroll departments to ledger accounts
- Configure bank-feed rules for fuel-card, toll and loan transactions
- Migrate balances, the vehicle register and open receivables with a parallel month
The KPI that matters here
Cut-over completed with opening balances tied to the prior system and the first close delivered on schedule.
NEMT compliance notes
Broker contracts (Modivcare, MTM and regional brokers)
Each broker contract defines rate tables by trip type and mileage band, documentation required for payment, the dispute window and audit rights. We keep the current rate table in the billing workflow, check remittances against it, and log every dispute with its deadline so revenue is not lost to a missed date.
HIPAA
Trip records identify riders, pickup addresses and often the treating facility, which makes them protected health information. We sign a BAA, staff are HIPAA-trained, portal access is role-limited with MFA, and ledger entries reference trip or invoice numbers rather than rider names.
State Medicaid NEMT rules
States set driver background-check, vehicle inspection, trip-log and record-retention requirements for Medicaid transportation, and brokers pass those obligations through their contracts. We file supporting cost records so a state or broker audit can be answered from the books, and we flag lapses in insurance or inspection renewals that would suspend billing.
Worker classification
How drivers are paid and controlled determines whether they are employees or contractors under IRS and state tests. We book pay according to the classification you and your counsel have chosen, track 1099 settlements separately from W-2 payroll, and prepare the year-end 1099-NEC data for owner-operators.
NEMT software we work in
- QuickBooks Online
- Gusto
- ADP
- Bill.com
- TripMaster
- RouteGenie
- Modivcare provider portal
- MTM provider portal
- All 50 platforms
More for NEMT and medical transportation companies
Other services for nemt
Software setup and migration in other industries
Frequently asked questions
How should a NEMT company's chart of accounts be structured?
Revenue by broker and by trip type, direct costs split into driver pay by type, fuel, maintenance, tolls and insurance, and a fixed-asset section with each vehicle and its loan. Classes or tracking categories tag every transaction to a vehicle or city. This produces margin by broker and cost per loaded mile from the ledger itself without a monthly rebuild in Excel.
Can our dispatch system sync with QuickBooks Online?
Some NEMT dispatch platforms export invoices and payments in a format QuickBooks Online can import, and a few offer a direct sync. Where that exists we configure it and reconcile the results monthly; where it does not we post from the completed-trip and remittance exports on a fixed schedule. Dispatch stays the system of record for trips either way.
Should vehicles be tracked as classes or as fixed assets?
Both. Each vehicle is a fixed asset on the balance sheet with its cost, loan and depreciation, and it is also a class or tracking category so fuel, maintenance and revenue can be tagged to it. The asset record gives you the true cost of ownership; the class gives you the monthly operating margin per unit.
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