Mental & behavioral health
Books and taxes for neurofeedback clinics.
A twenty-session package paid in two installments, an EEG cap and sensor restock, a technician's hourly pay, and a client paying cash because insurance rarely covers this. 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
May came in at $11,500. Three clients finished their twenty-session packages this month, so more of that package revenue landed than usual.
- Session package, installmentPackage revenue
- Single session, cash paySingle session revenue
- EEG cap and sensor orderEquipment and supplies
- Neurofeedback technician payrollTechnician wages
- Initial brain mapping feeAssessment fees
Why your books are different
A neurofeedback clinic's books go wrong around packages and equipment.
A generalist sees a deposit and a supply bill. Your clinic sells multi-session training packages paid in installments, runs mostly on private pay since insurance rarely covers this work, and depends on EEG equipment that needs regular maintenance and replacement parts. When the books flatten all of that, revenue and true cost both go fuzzy.
-
1
Package installments get counted as income before sessions happen
A client paying for a twenty-session package in two installments has not received all that training yet, and booking both payments as income when received, rather than as sessions are delivered, overstates early months and understates later ones.
What we doBooks package revenue as sessions are delivered, not simply when payments land, so income matches the training actually provided. -
2
EEG equipment and sensor costs get mistaken for one-time purchases
Caps, sensors, and paste are consumable items that wear out and need regular replacement, not a single equipment buy, and if they are filed the same as a big one-time purchase, ongoing costs look like they disappear after the first order.
What we doKeeps EEG supplies in their own steady line, separate from the larger equipment itself, so recurring costs stay visible. -
3
Cash and card payments from private clients go untracked between visits
With little insurance involved, many clients pay session by session in cash or by card at the front desk, and without consistent recording, it is easy for a handful of payments to slip through untracked.
What we doBooks every payment from the bank and card processor statements, so cash-pay sessions are captured the same as any other income. -
4
The brain mapping or QEEG assessment fee gets blended into session revenue
An initial assessment used to build a client's training protocol is a distinct service from ongoing sessions, and mixed together, the clinic cannot see how many new clients are actually starting versus how many are continuing.
What we doKeeps assessment fees in their own line, separate from ongoing session revenue, so new client volume is visible.
Your categories
The categories Gus keeps for a neurofeedback clinic.
Set up once for how the clinic gets paid and what it spends. Nobody hand-sorts a category. Gus does, and an accountant checks it.
Money in
- Package revenueMulti-session training packages, recognized as sessions are delivered.
- Single session revenueOne-off sessions paid at the time of the visit.
- Assessment feesInitial brain mapping or QEEG assessments, billed apart from training sessions.
- Retail or supplement salesIf the clinic sells related products, tracked separately from clinical services.
Money out
- Equipment and suppliesEEG caps, sensors, and paste, restocked regularly.
- Technician wagesPay for neurofeedback technicians running training sessions.
- Facility costsTraining room rent, utilities, and maintenance.
- Practice softwareScheduling and client management software.
- Continuing educationNeurofeedback certification and ongoing training courses.
- Professional liability insuranceCoverage for the clinic and its clinical staff.
What we watch for you
- Package recognition lag
Package revenue not yet delivered as sessions, so income and training stay lined up.
- New client rate
Assessment fees against total revenue, showing how much growth is coming from new clients.
- Supply cost per session
EEG supply costs against sessions run, so pricing reflects the real cost of a session.
- The set-aside
What the clinic will owe, tracked every month, so April is a number already known.
Ask Gus
Things neurofeedback clinic 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.
No. I only count the six sessions she has actually done as income this month. The rest sits as unearned until she comes in, so your numbers reflect real training delivered.
It is a real, recurring cost in this work. I keep it in its own line so you can see supply cost per session and whether your pricing still covers it.
Not really. I book whatever lands in your bank account from cash, card, or ACH the same careful way, whether it comes from an insurer or directly from a client.
The tax side
The tax side of a neurofeedback clinic.
Most of what goes wrong here is timing and equipment: package revenue counted too early, and consumable supplies mistaken for a one-time equipment cost.
What your return has to get right
Your accountant signs it, so it gets done right the first time.
- Revenue recognition on packagesIncome from a prepaid multi-session package should generally be recognized as each session is delivered, not all at once when it is sold.
- Section 179 on equipmentThe core EEG training system can usually be written off in the year bought, up to $2,560,000 under Section 179, separate from ongoing sensor and cap replacement costs.
- Self-employment taxA clinic owner who takes profit directly instead of a payroll paycheck owes 15.3 percent self-employment tax on top of income tax, up to the Social Security wage base of $184,500.
- The pass-through deductionA clinic owner can typically deduct up to 20 percent of business profit before it is taxed, a benefit that starts phasing out above $201,750 for a single filer or $403,500 for a joint filer.
Deductions neurofeedback clinics miss
Your bookkeeper knows what to look for in your statements. You never have to.
- EEG caps and sensors
- Conductive paste and consumables
- Neurofeedback certification courses
- Practice software subscription
- Professional liability insurance
- Training room rent
- Technician continuing education
- Client intake and consent forms
- Background check fees for staff
- Business phone and scheduling line
- Equipment maintenance and calibration
- Marketing and website costs
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 neurofeedback clinic's year, kept every month.
Package sales and completions can shift revenue between months more than the season does. Gus keeps the clinic ahead of both the numbers and the tax deadlines. 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 the monthly set-aside is planned around typical package sales patterns.
- April
Filed. Done.
The business return is filed and signed. No surprise bill, because the set-aside has been running since January.
- July
Halfway check
Where the clinic stands, what it will owe, and whether training package sales have run ahead of or behind last year.
- October
Before year-end
Gus looks at any equipment purchases or moves worth making before December.
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 neurofeedback clinics. 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 neurofeedback clinic owners ask first.
How does Gus handle a client who pays for a package but hasn't finished all the sessions?
Income is booked as sessions are actually delivered, not all at once when the package is paid for, so your numbers reflect training given, not just cash collected.
A client wants to submit our invoice to their insurance for reimbursement. Does that involve Gus?
No. Gus books what you collect directly from the client. What they do with a receipt for their own insurance claim is between them and their insurer.
How should I categorize my sensor and cap purchases?
Ongoing supplies like sensors and paste go in their own recurring line, separate from a larger equipment purchase like the core training system, so both costs stay clear.
I sell a few supplements alongside sessions. Does that complicate the books?
No. Retail or supplement sales are kept in their own category, separate from clinical session revenue, so you can see each part of the business clearly.
Package sales are unpredictable month to month. Is that normal?
It is common in this business. Gus tracks package revenue against sessions delivered so an uneven sales month does not distort what is actually happening with training.
My books have never separated assessment fees from ongoing sessions. Can that be fixed?
Yes. Gus can revisit past deposits, pull assessment fees out of session revenue, and keep that distinction running from here forward.
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.
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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