Keeping A/R Accurate
Accounts receivable is where most ABA practices duplicate work. Payments get applied claim by claim in CentralReach, then somebody tries to reproduce the same detail in QuickBooks Online. You end up maintaining two subledgers, and they never agree. Here is a simpler way to keep A/R accurate without doing the job twice.
Do not rebuild claim-level detail in QuickBooks
CentralReach is your claim-level system of record. It knows which claim was paid, what was allowed, what was adjusted, and what is still outstanding. QuickBooks Online does not need that detail to give you an accurate balance sheet. It needs the payer-level balance to be right. Trying to mirror every claim, every ERA line, and every takeback in QuickBooks is duplicated effort that adds risk instead of accuracy.
Receive the payment in QBO against the same payer
When a payment comes in, receive it in QuickBooks Online against the same payer you applied it to in CentralReach. That one habit keeps the payer balance in QuickBooks tied to the payer balance in CentralReach without recreating claim detail. Your A/R aging by payer stays meaningful, and the two systems can be compared in about a minute instead of an afternoon.
Route payments through undeposited funds
Receive the payment to undeposited funds. When the money actually lands, match the deposit in the bank feed. That single step is what proves the payment was real. Anything sitting in undeposited funds longer than it should be is a payment you recorded but never actually received, and it will sit there until somebody looks.
This is how you catch the check that never arrived
Plenty of ABA practices still get paid the old fashioned way, by paper check. Checks get mailed to the wrong address, sit in a drawer, or never get sent at all. If a payment was posted in CentralReach but never cleared the bank, the undeposited funds balance is the thing that surfaces it. Review that balance every month. Do not let money you should have collected go unchecked.
Book adjustments and bad debt monthly by journal entry
Contractual adjustments come out of the rate. Non-contractual adjustments and bad debt write-offs are different, and they should be visible. Our current recommendation is to book them monthly with a single journal entry rather than chasing them line by line. One entry a month, on purpose, beats a hundred small write-offs nobody reviews. It also keeps the write-off number in front of the owner, which is where it belongs.
A monthly A/R routine that actually holds
Receive payments in QuickBooks Online against the same payer you used in CentralReach. Route them to undeposited funds. Match deposits in the bank feed. Review whatever is still sitting in undeposited funds and chase it. Book non-contractual adjustments and bad debt with one journal entry. Then compare A/R aging by payer in both systems and investigate only the differences. That is a thirty minute routine, not a two day project.
Where Qlarity fits
Qlarity handles the revenue side, so A/R starts from a number you can trust. It posts your CentralReach billing export into QuickBooks Online on an accrual basis, broken out by funder, location, and procedure code, with dates of service grouped by week and split at month end. When revenue is right, the receivable is right, and payments become the only thing you are managing. No PHI stored. $199 per month, and the first 30 days are free.
