Chief Strategy Officer

Rob is the Chief Strategy Officer of eAssist, where he leads business development, strategic partnerships, and service delivery across the company’s nationwide customer base. He previously served as Co-Founder and CEO of Espire Dental, a 50-location dental group recognized nationally for its exceptional patient experience and culture. Before Espire, Rob was VP of Dental Services at ClearChoice Dental Implants, the leading U.S. provider of full arch dental prosthetics with 100 ambulatory surgical centers. His earlier leadership roles include SVP of SmileAmerica, delivering dental care to underserved children across 22 states, and Co-Founder of Dental Growth Partners, supporting 17 specialty practices in New England. Rob began his career as a Business Consulting Manager at Arthur Andersen in San Francisco, where he managed audits for major healthcare and technology clients, including Catholic Healthcare West, Stanford University Health Center, Cisco Systems, Symantec, and Fujitsu. He holds an MBA from Boston University and a BS from Brigham Young University.

What is Dental Accounting?

Last updated August 20, 2026

Running a successful dental practice isn’t just about clinical excellence — it’s about knowing where your money is going. Many practice owners don’t realize how much they’re losing until they actually look at the numbers. Dental accounting gives you the visibility to make better decisions, reduce unnecessary costs, and protect the long-term financial health of your practice.

Where Are You Losing Money?

It’s easy to push financial management to the back burner when patient care takes priority. But taking stock of your books is often the first step to uncovering preventable losses. A few areas worth examining:

Debt structuring: Would you rather pay a large sum out of pocket, or manage the same amount in consistent payments over a short period? Financing strategically can preserve cash flow without sacrificing financial stability.

Overhead: Do you have a clear payment structure for employees at both the professional and part-time level? Do you know what those numbers look like relative to market averages? Understanding your overhead is essential to building a sustainable, long-term financial plan.

Taxes: Are you familiar with the tax obligations for your type of business relative to your quarterly and yearly gross? Tax bills have a way of arriving as surprises when they haven’t been planned for. Staying ahead of them requires consistent attention throughout the year.

EFT deposit reconciliation: Insurance companies occasionally deposit reimbursement funds into the wrong bank account. Front office staff responsible for posting payments may also invert a number by mistake. If you are not tracking and reconciling daily deposits, these errors can go undetected — and unresolved. A dedicated accounting professional serves as another set of eyes on your financials, helping to catch and remedy these mistakes before they compound.

What Does a Dental Accountant and Bookkeeper Do?

Choosing whether to use a dental accountant depends on many factors, the foremost being consistent dedication and attention to your practice finances. At a glance, a dental accountant or bookkeeper handles:

Selecting and managing accounting software
Tracking income and expenses
Creating financial statements
Analyzing financial data for trends and improvements

Here’s a closer look at each:

Choosing Dental Accounting Software

Your dental accountant uses software like QuickBooks or Xero to track business data and create financial reports — no convoluted spreadsheets or complex manual calculations required.

Tracking Income and Expenses

Specialized financial software eliminates the need for manual data entry, saving hours of staff time and reducing the risk of errors. Everything is automated and presented in detailed, real-time reports.

Creating Financial Statements

Financial statements summarize costs in a way that’s meaningful to every department in your office. Common statements include:

Profit and loss (P&L)
Balance sheets (assets, debits, and debts)
Accounts receivables aging report
Total cash flow (collections and patient payments)

These statements provide valuable insight into your practice’s overall financial health — and a clearer picture of where improvements are needed.

Analyzing Your Data

Once financial statements are in place, the next step is analysis. Look for trends in revenue and expenses and identify areas where improvements can be made:

Negotiate lower rates with vendors
Set goals to reduce office supply usage month to month
Consider outsourcing dental billing and accounting to a trusted third party

How Can Dental Accounting Help My Practice Grow?

Depending on the complexity of your practice’s finances, outsourcing to a dental accountant or bookkeeper frees your team to focus on patient care and practice growth — without the burden of time-consuming financial tasks like bookkeeping and bill pay.

Outsourcing Your Dental Accounting

eAssist offers knowledgeable and dedicated accounting experts who provide the expertise to help you reach the financial goals of your dental practice. Services include:

Balancing your checkbook (deposits, payments, debits, and credits)
Reconciling EFTs and merchant statements with your bank and QuickBooks
Paying bills through limited access accounts — you remain in control of your money, with no vendor check writing required

Our committed brand promises:

Reconcile deposits with your bank account and practice management system daily
Balance checkbook monthly by the 15th day of the following month
Categorize expenses and deposits daily (where applicable)
Provide real-time profit and loss and other financial reports monthly by the 15th day of the following month (where applicable)
Provide a monthly call with the primary doctor to review the financial health of the practice and discuss any reconciliation concerns

Frequently Asked Questions

Dental accounting refers to the financial management of a dental practice, including tracking income and expenses, reconciling bank deposits, managing payroll and overhead, preparing financial statements, and staying on top of taxes. A dental accountant or bookkeeper with practice-specific experience can handle these tasks so the dentist and team can focus on patient care.

Insurance companies occasionally deposit reimbursement funds into the wrong account, and staff posting payments can make data entry errors. Reconciling daily deposits catches these mistakes early — before they affect your books, your tax filings, or your bottom line.

At a minimum, your practice should have a profit and loss statement, a balance sheet, an accounts receivables aging report, and a total cash flow report. These statements give you a clear picture of your practice’s financial health and help identify areas for improvement.

Deposits should be reconciled with your bank account and practice management system daily. Your checkbook should be balanced monthly — ideally by the 15th day of the following month. Staying on this schedule ensures errors are caught quickly and your financial reports reflect accurate, up-to-date data.

Need Help With Dental Accounting?

If you are struggling to keep up with your practice’s finances, consider partnering with eAssist. Our accounting professionals understand the financial demands of a dental practice and are committed to helping you collect what you’re owed, stay on top of your books, and make informed decisions for long-term growth. To learn more, schedule a free consultation.

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