--- title: "Month-end close for nemt & medical transportation companies" description: "Month-end close for nemt & medical transportation companies: outsourced month-end close: checklist-driven accruals, prepaids, depreciation." url: https://ledgerbpo.com/industries/nemt/month-end-close/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Month-end close for nemt & medical transportation companies A reliable month end close for NEMT & medical transportation companies recognizes trips in the month they were completed, not the month the broker paid. Our CloseTrack checklist sets a trip cut-off from the dispatch system, accrues completed trips not yet submitted or paid, and reconciles the receivable by broker to the remittance history. Fuel-card statements that straddle month-end are accrued, driver pay is accrued for days after the last pay period, and depreciation is booked from the fixed-asset register. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for NEMT and medical transportation companies Every balance-sheet account is reconciled, the team lead reviews under Two-Tier Review, and the package is released by the fifth business day with a note on revenue and cost per loaded mile. ## What is month-end close outsourcing? Month-end close outsourcing means an external accounting team performs the steps that turn a month of transactions into finished financial statements: reconciling every account, posting accruals, prepaids and depreciation, checking cut-off, reviewing and locking the period. You keep your software and your accountant. The provider runs the checklist on an agreed calendar and hands you reviewed statements. ## What we handle for NEMT and medical transportation companies - Set a trip cut-off from dispatch and accrue completed trips not yet submitted or paid - Accrue fuel-card and toll charges for the days after the last statement - Accrue driver pay and owner-operator settlements for days after the last pay period - Book depreciation and loan interest from the fixed-asset and loan registers - Reconcile the receivable by broker to remittance history before sign-off ## The KPI that matters here Close released by the fifth business day with revenue by broker tied to completed trips and every account reconciled. ## 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](https://ledgerbpo.com/software/quickbooks-online/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [ADP](https://ledgerbpo.com/software/adp/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - TripMaster - RouteGenie - Modivcare provider portal - MTM provider portal - [All 50 platforms](https://ledgerbpo.com/software/) ## More for NEMT and medical transportation companies Other services for nemt - [Bookkeeping](https://ledgerbpo.com/industries/nemt/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/nemt/invoicing-and-billing/) - [Accounts receivable](https://ledgerbpo.com/industries/nemt/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/nemt/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/nemt/bank-reconciliation/) - [Financial reporting](https://ledgerbpo.com/industries/nemt/financial-reporting/) - [All nemt services](https://ledgerbpo.com/industries/nemt/) Month-end close in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/month-end-close/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/month-end-close/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/month-end-close/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/month-end-close/) - [The full month-end close page](https://ledgerbpo.com/services/month-end-close/) ## Frequently asked questions ### Why accrue trips the broker has not paid yet? A trip completed on the 30th is that month's revenue even if the broker pays it three weeks later. Without the accrual, months with heavy volume look weak and later months look strong for the wrong reason, which makes rate and hiring decisions harder. We accrue at the contracted rate for completed trips and reverse when the remittance arrives. ### How do you handle a fuel-card statement that crosses month-end? We accrue the transactions from the statement date to the last day of the month using the provider's online transaction list, coded by vehicle, and reverse the accrual when the next statement posts. This keeps fuel cost in the month the miles were driven and prevents a month with two statements from looking like a fuel spike. ### What does the NEMT close package include? A P&L by broker and trip type, a balance sheet with every account reconciled, a receivable aging by broker and facility, cost per loaded mile by vehicle, a cash summary and a short note on what changed. The CloseTrack log records who prepared and who reviewed each step, which is useful when a lender or a broker audit asks how a number was produced. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/nemt/month-end-close/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt