Review period: January 2024 to March 2026 · QuickBooks Online Plus · Med Spa
Lumina Aesthetics & Wellness LLC
Dr. Sarah ████████
Jan 2024 to Mar 2026
9
Total Findings
4
High Priority
$6,240
Unreconciled Gap
$4,800+
Est. Recoverable
At Lumina's current revenue volume, a 1% improvement in bookkeeping accuracy
translates directly to cleaner tax exposure, better cash flow visibility, and confident
decisions on staff, equipment, and expansion. The issues below are costing you more
than this diagnostic.
Books Health Score
Reconciliation
18%
Transaction Categorization
34%
Accounts Receivable
52%
Expense Separation
28%
Chart of Accounts Setup
45%
Vendor Payment Accuracy
78%
Findings
Bank reconciliation not completed since September 2024
High
Checking and merchant accounts show a combined $6,240 discrepancy between
bank statements and QuickBooks balances. Your P and L is unreliable until
this is resolved. Tax prep on unreconciled books carries audit exposure.
Source: QuickBooks reconciliation log, accessed March 2026
$6,240 gap
63 uncategorized transactions across 26 months
High
63 expenses sitting in Uncategorized Expense with no category assigned —
supply purchases, equipment deposits, continuing education. None of these
can be used for deductions in their current state.
Estimated deductible value: $3,100 to $4,200 based on visible descriptions
Est. $3,800
Personal and business expenses mixed across accounts
High
19 transactions identified as likely personal recorded as business expenses.
This inflates your expense total and is a direct audit liability.
Each needs to be reviewed and either reclassified or removed.
Combined value of flagged transactions: $1,340
$1,340 exposure
Treatment revenue not tracked by service line
High
All revenue recorded under a single income account. You cannot see which
treatments generate the most profit. Pricing decisions and staff allocation
are operating on guesswork.
Operational impact: prevents margin analysis by service type
Operational
Duplicate vendor payments detected
Medium
4 vendors show duplicate entries on the same date for identical amounts.
Two vendors have not been contacted about potential refunds.
At-risk total: $780 across 4 vendors
$780 at risk
Accounts receivable aged over 90 days
Medium
$1,620 in outstanding balances not followed up in over 90 days.
Three invoices from Q2 2024 appear to have been abandoned entirely.
$1,620 outstanding across 3 clients
$1,620 outstanding
Medical supply costs not separated from general operating expenses
Medium
Injectable and consumable supply costs categorized under general supplies.
Your accountant cannot build a proper P and L without this separation.
Tax exposure
Equipment depreciation not recorded
Low
Laser and aesthetic equipment purchases appear to have been expensed in full
rather than depreciated. May need correction and could affect prior year filings.
Review needed
Membership revenue not deferred correctly
Low
Monthly membership payments recorded as income in full at time of charge
rather than deferred across the service period. May overstate revenue
in some months and understate it in others.
Reporting risk
Recovery Opportunity Summary
Issue
Estimated Value
Priority
Recoverable
Uncategorized deductible expenses
$3,100 to $4,200
High
Yes, with cleanup
Duplicate vendor payments
$780
Medium
Likely, pending verification
Aged accounts receivable
$1,620
Medium
Partial, time sensitive
Personal expenses in business accounts
$1,340
High
Audit risk reduction
Bank reconciliation gap
$6,240
High
Requires full reconciliation
Recommendations
1
Reconcile all accounts back to September 2024.
Start with the primary checking account, then the merchant processing account.
Nothing else is reliable until reconciliation is complete.
2
Categorize all 63 uncategorized transactions.
Many of these are deductible. Sitting in uncategorized they are invisible
to your accountant. You are overpaying taxes because of this.
3
Remove and reclassify personal expenses.
Each of the 19 flagged transactions needs a clear business purpose note
if legitimate, or full removal if personal. Mixed expenses are the most
common audit trigger for small medical practices.
4
Rebuild the chart of accounts for a med spa.
Separate income accounts by treatment line. Separate COGS by consumable
category. This unlocks margin visibility you currently do not have.
Verify whether the 4 flagged entries represent actual double payments.
If confirmed, pursue refunds immediately.
Next Steps
This diagnostic identified 9 issues including a $6,240 bank discrepancy, an estimated
$4,800 in recoverable deductions and overpayments, and structural gaps in how Lumina
tracks revenue and costs. Your current books cannot be used reliably for tax prep,
margin analysis, or growth decisions.
A full cleanup will reconcile all accounts, categorize all transactions, remove
personal expenses, rebuild the chart of accounts for a med spa, and hand back a
clean P and L ready for your accountant and your own decisions.
Cleanup Quote: $[X]
The $97 diagnostic fee is credited toward this total. Financing available via Affirm.
This is what your diagnostic looks like.
$97. Delivered within 48 hours. Credited toward cleanup if you move forward.