Finance operations for med spas · Woman-owned
Commission statements that are right. Books that match the bank. A monthly package that tells you what you actually earned, not what the POS says you sold. Created by a Director of Finance with a passion for aesthetics.
Independent clinics and small groups anywhere in the US. Everything runs from your exports, so there's nothing to install and no one in your treatment rooms. We work alongside your CPA, not instead of them.
Illustrative. The spreadsheet paid 20% on gross; the agreement says net of product and refunds. Every pay period, all year.
Where the money goes missing
None of them are a marketing problem. All of them are a controller problem, and most clinics don't have one.
Packages, memberships and gift cards are cash today for services later. Most clinics book the whole sale as revenue the day the card is swiped, so the P&L overstates the month, taxes come early, and hiring decisions get made off cash that isn't earned yet.
Packages ≈ 29% of client spend
A vial of tox is $400 to $700 before it reaches a patient. It's the highest-dollar inventory in the building and almost nobody reconciles units bought against units dispensed, so shrink, spoilage and unclaimed loyalty rebates go unmeasured.
COGS ≈ 30% of revenue
Injectors are paid a base plus a share of their revenue. Whether that share is gross or net of product, whether refunds flow back through, and which revenue report feeds the spreadsheet decide the number, and the number is recalculated by hand every pay period.
15–30% of provider revenue
The retainer
We pull from your POS, your card processor, your payroll and your supplier invoices, match them against the bank, and post the result. You review a short exception list. Your CPA gets clean books.
Every payout batch matched to deposits, net of fees and chargebacks. Revenue categorized by service line in QuickBooks, not lumped into "Sales."
One statement per provider, computed from your actual agreement, with refunds and product cost handled the way the agreement says. Ready before payroll runs.
Opening balance, new package and membership sales, revenue earned as sessions are delivered, closing balance. Reconciled against the POS's outstanding-package report.
Supplier invoices posted to the right cost lines, units purchased against units dispensed, rebates tracked.
P&L by service line, margin by provider, membership revenue and churn, and the handful of numbers that should change what you do next month.
Start here · No charge
The one number in the building two people already argue about. Send three months of data and get back exactly what was paid, what was owed, and the gap.
Your provider revenue report from the POS and the spreadsheet you pay commissions from. A signed confidentiality agreement comes first; patient names are stripped on arrival.
Each provider, each pay period, against the rules in your actual agreement. Refunds, product cost and chargebacks included.
What was paid, what was owed, the difference, and what your P&L is overstating because of prepaid revenue. Twenty minutes to walk through it. No pitch unless you ask.
To get started
Email a line saying you're in, and we'll send the agreement and the export instructions for your POS.
lindsey@vialandledger.com
Or send a message to @vialandledger on Instagram.
What we'll ask for
Who's behind it
Finance is my day job. Aesthetics is the industry I'd choose to do it for.
I'm Lindsey Marchand. I'm the Director of Finance at a billion-dollar real estate company, which means my working life is month-end close, payroll, reconciliations, and the reporting that owners make decisions from. Vial & Ledger is woman-owned and run, built for an industry that is too.
Vial & Ledger is that same work, pointed at med spas. Most clinics I've looked at run a seven-figure business off a bookkeeper, a POS dashboard and a CPA they see once a year. The numbers that matter most, what each provider actually earns, what each syringe actually costs, what you've really been paid for, don't live in any of those three places.
I build the pipeline that puts them in one place, and I'm the person on the call when the number looks off.
Woman-owned · lindsey@vialandledger.com
What it costs
Setup · weeks 1–3
from $3,000one-time
Med spa chart of accounts, deferred revenue opening balance, POS mapping, commission rules encoded, first clean month.
Core retainer
from $1,500/ month
Everything in "What you get," per location. Month to month.
CFO tier
from $3,000/ month
Core plus a 13-week cash forecast, device and lease ROI, hiring and comp modeling, and a quarterly session with your CPA.