Therapists: your books, closed by the fifth business day.
Quick answer
For therapists, TrainedBooks is automatic bookkeeping software that closes your books by the fifth business day. It sorts every bank and card transaction for you with a plain-English reason, shows your real profit and a location-aware tax set-aside (real federal + your state's rates), and prepares a tax-ready package so your tax pro just reviews and files. You review the few flagged items and own an exportable ledger. From $35/mo, with a free start, no card required, and a 30-day money-back guarantee — bookkeeping software, not a tax preparer.
Last updated: July 2026
Private-practice therapists, counselors, and psychologists. TrainedBooks matches reimbursements and client payments to income, categorizes practice costs with plain-English reasons, and closes your books by the fifth business day — profit, tax set-aside, and a CPA-ready packet without touching a spreadsheet.
The problem
Insurance reimbursements arrive weeks late and never match the session, private-pay comes through a card processor, and the EHR, teletherapy, and office sublease all auto-draft. You went to grad school for the work — not to reverse-engineer an ERA into a ledger.
What TrainedBooks does
TrainedBooks matches reimbursements and client payments to income, categorizes practice costs with plain-English reasons, and closes your books by the fifth business day — profit, tax set-aside, and a CPA-ready packet without touching a spreadsheet.
Built for how a therapist actually runs
Insurance deposits and card-processor payouts matched to income even when timing is messy
EHR, teletherapy, and practice-software subscriptions categorized so overhead is visible
Office rent or sublease and continuing-education costs tracked for the deduction
A quarterly-ready tax set-aside computed from real practice profit
How it works
Bring in your activity
Upload a bank or QuickBooks CSV, a statement PDF, or a photo of a receipt.
TrainedBooks does the close
Every line categorized with a confidence and a plain-English reason. It learns each correction you make.
You get your numbers
Profit, margin, and what to set aside for taxes — plus a CPA-ready packet. You approve; you stay in control.
Bookkeeping for therapists — FAQ
Does TrainedBooks see my clients or clinical notes?
No. It reads your bank and card activity — deposits, subscriptions, rent — not your EHR or clinical records. Client names don't need to be anywhere in your books for them to be accurate.
Insurance pays me in lumps that don't match sessions. Is that a problem?
No — TrainedBooks keeps cash-basis books, which is how most private practices file: reimbursements count when they land. Your revenue line matches the bank, and your CPA gets a clean packet.
I'm a PLLC / S-corp. Does the tax set-aside understand that?
Set your entity and filing status once and the monthly set-aside adjusts to how your practice is taxed — including noting what runs through payroll for an S-corp. Your tax pro still makes the final calls.