Your bookkeeper categorizes transactions. Your CFO tells you which service line is killing your margin, when your laser device breaks even, and why your labor percentage is 12 points above benchmark. That is the gap Spa Ledger fills.
First month free. No card until your first P&L.
P&L delivered every Monday
Updated every Monday by 9 AM. No login required.
Works with the tools med spas already use
A well-run medical spa hits these numbers. When we onboard a new client, we measure your practice against each one in the first week. Most owners are seeing them for the first time.
The AMSPA State of the Industry puts average annual revenue at $1,398,833. Most owners cannot state their net margin from this revenue. Revenue is not profit.
Source: AMSPA State of the Industry
A well-run single-location med spa at $1.5 million in revenue should produce 27.6% EBITDA. If you cannot calculate yours, you do not know whether your practice is performing.
Botox and filler should carry 60 to 70 percent gross margin after product cost. Most owners assume 80 percent because they have never subtracted the Allergan invoice. We find out the real number in week one.
Labor above 42 percent of revenue is a warning signal. Above 50 percent, the practice is losing money on growth. Most owners discover this in April, 15 months after the drift started.
Your Current Bookkeeper
Categorizes every transaction after the month closes. Sends you a P&L by the 10th, sometimes later. That P&L is one number: total revenue. No service-line breakdown. No margin by treatment. No comparison to industry benchmarks. No flag when labor crosses 45%. No insight on why your Botox margin dropped 6 points in March. Just a closed ledger and a number you cannot act on.
Spa Ledger
Every week, your P&L lands Monday morning, broken out by service line, flagged against benchmarks, with a plain-English note on the one number that needs attention. We reconcile your Allergan and Galderma COGS in real time, track your device lease against utilization, and flag deferred revenue before it distorts your picture. You make decisions with numbers.
Every client has a different pain point. These are the ones we find most often in the first 30 days. The details vary. The pattern does not.
A med spa doing $45K per month thought her gross margin was 80 percent. Injectable product costs had never been subtracted from revenue. Actual gross margin: 34 percent. Found in week one reconciling Allergan invoices against Mindbody revenue.
Labor crept from 40 to 52 percent of revenue over 15 months. Without weekly labor tracking, the drift is invisible until April. A CFO would have flagged it by month two and had time to act.
Owner leased a device at $4,500 per month. Needed 7 treatments per week to cover the cost. Was doing 4. Cash-flow negative $1,800 per month for 11 months before anyone calculated the break-even.
Owner sold $18,000 in packages last month. QuickBooks recorded it as revenue. Three service lines appeared profitable. None were. Package revenue was masking delivery costs not yet incurred. Found in month one.
A med spa shifted from 70 percent injectable revenue to 55 percent over 18 months as facials and LED were added. Revenue held flat. Net margin dropped 11 percentage points. The revenue line hid it completely.
A med spa added a semaglutide compounding program generating $22,000 per month. Compounding pharmacy invoices were recorded as a generic supply expense. Net margin on the program was 12 percent after provider time, not the 55 percent the owner had projected. Found in week two.
Every client in the founding cohort gets direct access to Ridge, a quarterly strategy call, and a rate locked before pricing changes. The practices that come in early shape what gets built next.
Book a 15-minute call →Read-only access to your QuickBooks or Xero. We also request your Allergan, Galderma, and any other injectable vendor portal logins at onboarding. That is the step most bookkeepers skip. Nothing moves, nothing changes on your end.
Injectable margins, device break-even, labor percentage, and deferred package revenue are all visible. Every transaction categorized daily. You never log in to fix anything.
P&L broken out by service line: neurotoxins, fillers, laser, body, retail. Plain English, no jargon. In your inbox every Monday by 9 AM. Questions on any invoice, lease, or structure answered within one business day.
100% read-only access. Bank-level encryption, verified annually by Intuit and Xero. Nothing changes in your accounts. We see your data. We do not touch it.
These are the specific areas we handle that a general bookkeeper and most CPAs will not know to address.
Your generic bookkeeper has never looked at your Allergan invoice, never calculated whether your device lease is cash-flow positive, and never shown you which service line is compressing your margin.
| DIY QuickBooks | Generic Bookkeeper | Med Spa Bookkeeper ($795+/mo) | Spa Ledger ($499/mo) | |
|---|---|---|---|---|
| Frequency | When you log in | Monthly | Monthly | Daily dashboard + weekly P&L |
| Injectable COGS tracked | No | No | Not standard | Yes, every week |
| Device break-even | No | No | No | Yes |
| Service-line P&L | No | No | No | Yes |
| Deferred revenue handled | No | No | Sometimes | Yes, from day one |
| Sales tax by service type | No | No | No | Yes |
Med spa-focused bookkeeping starts at $795/month. Spa Ledger: $499/month, no setup fee, first month free.
Med spa-specific chart of accounts, injectable COGS reconciliation, device break-even, service-line P&L, deferred revenue, provider tracking, and sales tax classification. All included. No setup fee, no add-on charges.
See everything that's included →
Most clients find one margin problem in Month 1. A 10-point labor drift at $1.5M revenue is $150,000 leaving quietly every year. Clients who catch their injectable COGS gap recover an average of 18 margin points they had no visibility into. The retainer is $499/month.
Month-to-month. First month free. Cancel anytime.
Billed $4,788 annually. Rate locked before pricing changes. No free trial.
Limited promotion only.
A well-run single-location medical spa should produce 27.6% EBITDA at $1.5 million in annual revenue. Most practices run 8 to 14 points below that because injectable COGS, labor drift, and device lease costs are never reconciled against service revenue.
Labor above 42% of revenue is a warning. Above 50%, the practice loses money on every new dollar of growth. Most owners discover the drift in April, 15 months after it started. This article shows how to track it weekly and what to do when you cross the line.
QuickBooks records package revenue when cash is collected, not when services are delivered. That inflates your apparent profitability and hides which service lines are actually underwater. Here is how to find the gap and fix it from day one.
Ready to stop guessing about your numbers? Tell us about your practice and we will be in touch within one business day.
Know someone who runs a med spa? Refer them. If they become a client, you both receive a free month.
