Medical practices & clinics
Books and taxes for durable medical equipment suppliers.
Wheelchairs and hospital beds rented toward a cap, returned equipment refurbished for the next patient, and delivery crews setting up in homes. Gus sorts all of it, an accountant checks every transaction, and you get one number a month.
- From $197 a month
- An accountant on every transaction
- Cancel whenever
September came in at $25,300. A returned hospital bed got refurbished and redeployed to a new patient, so I tracked the refurbishing cost against that unit instead of general repairs.
- Hospital bed rental, month 6Equipment rental revenue
- Invacare wheelchair orderNew equipment inventory
- Refurbishing parts and laborRefurbished equipment costs
- Oxygen concentrator outright saleEquipment sales revenue
- Delivery and setup crew payrollDelivery and setup labor
Why your books are different
A DME supplier's books go wrong between renting, selling, and reusing equipment.
Some of your equipment gets rented toward a cap, some gets sold outright, and some comes back from one patient and goes right back out to another after being refurbished. A generalist treats it all as one inventory and loses track of what any single unit is actually worth.
-
1
Rental payments trickle in toward a capped period
A wheelchair or hospital bed rented under a capped rental arrangement pays out monthly rather than as one sale, and a generalist can lose track of where a given patient is in that cycle.
What we doBooks each month's rental payment tied to that patient's rental period, so the slow build toward the cap stays visible instead of getting lost. -
2
Refurbished equipment isn't a fresh purchase
Equipment returned by one patient and refurbished for the next patient has already been paid for once, and the refurbishing cost is a repair expense, not a new inventory purchase, which changes how the unit's true cost should read.
What we doKeeps refurbishing costs in their own line, tied to the unit being reconditioned, separate from buying brand new equipment. -
3
Delivery and setup labor is a real, recurring cost
Getting a hospital bed or an oxygen concentrator into a patient's home takes a crew and a vehicle, a cost that has no equivalent for a typical retail sale and easily gets lost in general payroll.
What we doKeeps delivery and setup labor in its own line, tracked against equipment volume, so the true cost of getting equipment to patients is visible. -
4
Rentals and outright sales get blended into one revenue number
A rented wheelchair and a wheelchair sold outright bring in money on completely different schedules, and blended together you cannot tell whether rental income or sales income is actually driving the business.
What we doKeeps rental revenue and outright sales revenue in separate lines, so each side of the business shows its real weight.
Your categories
The categories Gus keeps for a DME supplier.
Set up once for how rentals, sales, and refurbishing all get paid. You never pick a category. He does, and an accountant checks it.
Money in
- Equipment rental revenueMonthly rental payments tracked by patient and rental period.
- Equipment sales revenueOutright equipment sales, kept apart from rentals.
- Insurance reimbursementsDeposits from payers for covered equipment and rentals.
- Delivery and setup feesAny fees charged separately for delivery and installation.
Money out
- New equipment inventoryWheelchairs, beds, and oxygen equipment purchased new from manufacturers.
- Refurbished equipment costsParts and labor to recondition returned equipment for reuse.
- Delivery and setup laborCrews who deliver and install equipment in patient homes.
- Vehicle costsFuel and maintenance for delivery vehicles.
- Warehouse and storage costsRent and utilities for storing new and returned equipment.
- Liability insuranceCoverage for equipment and in-home delivery work.
- Billing and practice softwareOrder tracking, billing, and inventory management tools.
What we watch for you
- Rentals in progress
How many patients are mid-rental toward a cap, tracked from monthly payments received.
- Refurbishing cost per unit
What it costs to recondition returned equipment against what a new unit would cost.
- Rental versus sales mix
How much revenue comes from ongoing rentals versus outright equipment sales.
- The set-aside
What you will owe, tracked every month, so April is a number you already knew.
Ask Gus
Things DME supplier owners ask Gus.
Text him like you would text anybody. He answers in plain English, and when a question is above his pay grade, an accountant looks and gets back to you.
I book each month's rental payment tied to that patient's rental period, so you can see where anyone stands without digging back through old records.
I keep the refurbishing cost in its own line, tied to that specific unit, rather than treating it as a brand new purchase. It's a repair cost, not new inventory.
I keep the two in separate lines, so you can see that split directly instead of guessing from the total.
The tax side
The tax side of a DME supplier.
Most of what matters here is separating rental revenue from sales and tracking refurbished equipment correctly.
What your return has to get right
Your accountant signs it, so it gets done right the first time.
- Equipment inventory and cost of goods soldNew equipment purchased for resale is generally tracked as inventory, with its cost recognized as units sell rather than when they're purchased.
- Rental revenue timingRental payments are income as they're received each month, rather than all at once, which keeps the return matched to when the cash actually arrives.
- Refurbishing costsParts and labor to recondition returned equipment are generally deductible as repair expenses, separate from the cost of new inventory.
- Delivery vehicle purchasesA vehicle used mainly for equipment delivery can sometimes be written off faster than standard depreciation allows, with 100 percent bonus depreciation available for qualifying property acquired after January 19, 2025.
Deductions durable medical equipment suppliers miss
Your bookkeeper knows what to look for in your statements. You never have to.
- New equipment inventory
- Refurbishing parts and labor
- Delivery vehicle costs
- Warehouse and storage rent
- Liability insurance
- Billing and inventory software
- Delivery crew wages
- Equipment repair supplies
- License and registration renewal
- Marketing to referring practices
General information about 2026 federal rules, not advice for your business. Your accountant looks at your actual numbers before anything gets filed.
All year, not just April
A DME supplier year, kept every month.
Rentals run on their own capped schedule, refurbishing runs on its own timeline, and your taxes run on a fixed one. Your team keeps you ahead of all three. Every month in between, your bookkeeper closes the books and speaks up the moment something looks off.
- January
Plan the year
Last year's return gets started, and you get a monthly set-aside so April is already handled, even with rentals still in progress.
- April
Filed. Done.
Your return is filed and signed. No surprise bill, because the set-aside has been running since January.
- July
Halfway check
Where you stand, what you will owe, and whether rental volume or sales changed the number.
- October
Before year end
Gus looks at equipment worth buying and anything worth doing before December, including whether refurbished inventory needs restocking.
What you get
What you pay depends on what your business needs, and it does not move after that, busy season or slow. No hourly bills, no surprise invoices, no setup fee.
Book a call- Monthly bookkeeping
Every transaction sorted into categories set up for durable medical equipment suppliers. You never categorize a thing.
- An accountant checks every transaction
Real review, every month, before your books close. Not a spot check.
- Your business tax return, filed
Prepared, reviewed, and signed by that same accountant every year.
- The monthly number
What you made, what you spent, what to set aside for taxes.
- Your own bookkeeper
A real person assigned to your business, in the app whenever you need them. No hold music.
- On your books all year
Every month, not just in April. Your team speaks up whenever something is worth your attention.
- Cancel any time
No contract. No cancellation call. Your books are yours.
Straight answers
Questions DME supplier owners ask first.
Do you bill insurance for equipment rentals or sales?
No. Gus does not handle insurance billing, medical coding, or claims of any kind. Your billing software or biller still does that. Gus works from what actually lands in your bank account.
How do you track equipment that's still in its rental period?
Each month's rental payment is booked tied to that patient's rental cycle, so you can see where any patient stands without digging through old records.
We refurbish a lot of returned equipment instead of buying new. Does that complicate the books?
No, Gus keeps refurbishing costs in their own line, tied to the specific unit, separate from new inventory purchases, so the true cost of reusing equipment is clear.
Is it worth knowing whether rentals or outright sales drive more of our business?
Many owners find it useful for planning inventory and staffing. Gus keeps the two in separate lines so that comparison is a real number.
Our delivery crew costs add up fast. Can that be tracked on its own?
Yes, delivery and setup labor stays in its own category, tracked against equipment volume, so the true cost of getting equipment to patients is visible.
Is a real accountant checking my books?
Yes. You get your own bookkeeper, Gus does the first pass on every transaction, and an accountant checks every one before your month closes. That same accountant prepares, signs, and files your business return. Goatkeeper is not a CPA firm, and we never pretend a person looked when they did not.
What does it cost, and can I cancel?
It starts at $197 a month, depending on what your business needs. No setup fee, no hourly bills, no contract. Cancel any time from the app, and your books go with you.
More in medical practices & clinics
We keep books for the business next door too.
- Compounding pharmacies
- Elective 3D/4D ultrasound studios
- Independent pharmacies
- Medical billing companies
- Mobile nursing & concierge nurse services
- Mobile phlebotomy services
- Mobile x-ray & ultrasound services
- Occupational health & DOT physical clinics
- Orthotics & prosthetics providers
- Sleep clinics
- Wound care clinics
- Allergy clinics
- Audiology & hearing aid centers
- Concierge medicine practices
- Direct primary care (DPC) practices
- Independent eyewear boutiques
- Naturopathic doctors
- Occupational therapy practices
- Pediatric therapy clinics
- Podiatrists
- Speech therapy practices
- Sports medicine clinics
- Tattoo removal clinics
- Fertility clinics
- Functional medicine practices
- Independent urgent care clinics
- Optometrists
- Pain management clinics
- Private practice physical therapy
- Regenerative medicine clinics
What makes a bookkeeper worth paying for Every business we keep books for
Book a call
Pick a time. That's the whole signup.
Fifteen minutes with a real person on our team. They look at where your books are, tell you straight what it takes to get caught up, and get you set up on the spot if it fits.
- $197 a month to start
- An accountant on every transaction
- Cancel whenever