Chart of accounts

A starting category list for a solo private-pay practice, for QuickBooks, a spreadsheet, or anything else. Don't add a category until you've needed it 3 months running: too many categories is the most common way small books get messy. The routine that uses it is the monthly close.

Download: chart-of-accounts.csv

Assets

Account	Use
Bank: Business Checking	Operating account; client payments land here
Bank: Tax Reserve Savings	Monthly tax set-aside

Liabilities

Account	Use
Credit Card: Business	Business card
Client Prepayments	Payments received for sessions not yet held (if you take prepayment packages)

Equity (owner)

Account	Use
Owner Contributions	Money you put into the business
Owner Draws	Money you take out for yourself
Federal Estimated Taxes	Quarterly payments made from the business account
Personal Expenses	Personal charges that slipped onto the business card
Health Insurance	Self-employed premiums paid from the business (deducted on the personal return, not as a business expense)
Retirement	SEP-IRA / Solo 401(k) contributions
Opening Balances	Starting balances when you begin the books

Income

Account	Use
Services: Therapy Sessions	Session fees, grossed up for processing fees
Services: Supervision & Consultation	If you want it separate
Interest	Bank interest
Refunds & Discounts	Refunds issued (negative income)
Other Income	Anything else

Expenses: business

Account	Examples
Software & Subscriptions	Electronic health record (EHR), email/cloud, scheduling, website hosting, domain
Office Supplies	Headset, webcam, paper, postage
Marketing	Directory listings, business cards, printing, ads
Insurance	Malpractice / professional liability
Licenses & Fees	License renewal, city/state business license
Continuing Education	CE courses, trainings, conferences
Professional Memberships	Associations, peer groups
Professional Services: Legal	Attorney, limited liability company (LLC) formation
Professional Services: Accounting	Certified public accountant (CPA)
Consultation & Supervision Paid	Your own consultation group or supervisor
Travel	Conference travel
Meals: Business	Referral-partner coffees and lunches (check current deductibility)
Bank Fees	Account and wire fees
Merchant Processing Fees	Card fees, from the monthly gross-up
Contract Labor	Paid help: virtual assistant, designer, website developer
Vehicle	If you use actual expenses rather than mileage

Expenses: home office

Kept under its own heading so the home-office deduction is one report at year-end.

Account	Examples
Home Office: Rent or Mortgage Interest	Business-use share
Home Office: Utilities	Business-use share of electricity and internet
Home Office: Insurance	Business-use share of renters/homeowners
Home Office: Property Taxes	Business-use share
Home Office: General	Repairs or furniture specific to the office