Reconciliation
Most ABA practices reconcile CentralReach to QuickBooks Online once a month, by hand, and hope the totals tie. Here is what that process actually involves, where it breaks, and how to make it faster.
Why the two systems disagree
CentralReach is a billing system. QuickBooks Online is an accounting system. They measure different things at different moments. CentralReach knows what you billed and what was paid against each claim. QuickBooks knows what hit the bank and how it was coded. Timing differences, adjustments, write-offs, and payer takebacks all land in one system before the other.
The manual process most practices use
Export a billing report from CentralReach. Open it in Excel. Pivot by payer. Compare the totals to deposits in QuickBooks Online. Key a summary journal entry. Chase the difference until it is small enough to ignore. It takes a couple of hours if nothing is wrong and most of a day if something is.
Where it usually breaks
One person owns the spreadsheet, so the process leaves when they do. The summary entry is a single number, so nobody can see revenue by payer or by location. Re-running the export after a correction creates a real risk of double-posting. Adjustments and write-offs get buried in the plug instead of being booked on purpose.
A cleaner monthly sequence
Freeze the billing period in CentralReach. Pull the billing export. Post revenue on an accrual basis, in the period the service was delivered rather than the period the cash arrived. Break it out by funder, location, and procedure code. Reconcile deposits against the bank feed in QuickBooks Online. Book adjustments and write-offs explicitly instead of plugging the difference. Then review by payer, and put a note on anything that moved more than ten percent.
Group dates of service by week
Weekly grouping is the detail most practices miss. When each invoice groups dates of service into a single week, QuickBooks Online reports run cleanly at both weekly and monthly intervals. When a month starts or ends mid-week, that week splits into two invoices so the period cutoff stays clean. Without that split, every month with a partial week forces a manual accrual entry, and manual accrual entries are where reconciliations go to die.
What good looks like
A close that takes hours instead of days. A revenue number you can defend line by line. A weekly revenue trend you can actually watch instead of one monthly lump. And an answer to which payer and which location made money this month that does not require another spreadsheet.
Where Qlarity fits
Qlarity takes the CentralReach billing export you already pull, reads it, and posts revenue into QuickBooks Online through a direct integration. Accrual basis. Dates of service grouped by week and split at month boundaries. Broken out by funder, location, and procedure code. Duplicate-checked before every post. No PHI stored. $199 per month, and the first 30 days are free.
