Bookkeeping for Med Spas
A med spa is a clinic, a retail store, and a subscription business sharing one front desk. Your books usually treat it as one blurry thing, which is how a fridge full of Botox becomes a mystery on the balance sheet.
You're running three businesses at once
Service revenue (the treatments), retail revenue (the skincare you sell at the counter), and package or membership revenue (paid upfront, delivered over months) each behave completely differently on the books. Blend them and your margins are fiction — you can't tell whether the treatments carry the business or the retail does, and you definitely can't tell what a membership is actually worth.
That upfront money is the sneaky one. A client pays for a six-session package in January; you haven't earned it until you've done the sessions. Book it all as January revenue and you'll think you had a monster month followed by five sad ones. Recognized properly, it's smooth, honest, and a whole lot less alarming.
The inventory is real money sitting in a fridge
Injectables, fillers, and skincare are inventory — often a lot of it, some of it expensive and with a shelf life. If nobody's tracking what you bought versus what you used versus what you sold, you're carrying a five-figure asset that shows up nowhere useful and shrinks quietly when a vial expires.
Clean books track it, so cost of goods is real and you can see the margin on a syringe as clearly as the margin on a facial.
How Kaizen runs it
We split your revenue into service, retail, and membership; recognize package and membership money as it's earned; and track product and injectable inventory so COGS is real. Card-processing fees, provider commissions, and sales tax on retail all get handled in a documented monthly close that lands the same way every time.
It's deliberately unglamorous work — which, for the one part of a med spa that isn't supposed to be glamorous, is exactly right.
What's included
- Revenue split into service, retail product, and membership/package
- Package and membership revenue recognized as earned, not when collected
- Injectable and skincare inventory tracked, with real COGS and margin
- Provider commissions reconciled and coded correctly
- Card-processing fees captured so net revenue is accurate
- Sales tax on retail tracked and filed
- Bank and credit-card reconciliations every month
- 1099 tracking plus a monthly data-quality scan
Pricing
Straight answers
How do you handle memberships and prepaid packages?
As deferred revenue — recognized as the client actually uses the sessions, not the day they pay. That's the only way your monthly revenue reflects the business instead of your promotions calendar.
Do you track injectable and product inventory?
Yes. Injectables and retail skincare are real inventory with real cost and a shelf life. We track purchases against usage and sales so COGS is accurate and expired product doesn't vanish silently.
Can you separate service margin from retail margin?
That's a core reason to do this. We split service, retail, and membership so you can see which one actually carries the spa — usually a surprise, occasionally an uncomfortable one.
We're a solo injector just starting out. Too soon?
Honestly, maybe. A single provider with simple, mostly-service revenue can get by with a good bookkeeper for a while. Call us when retail and memberships turn your books into three businesses in a trench coat.
Related
Free 20-minute books assessment
We'll show you the five things we'd fix first in your books — useful whether you hire us, hire someone, or do neither.
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