If you’re running a dental practice, you already know how much is happening behind the scenes just to keep things moving. Patients coming and going, insurance claims filed, treatment plans explained, payments processed—it’s a lot. And while clinical care is your focus, the truth is, your practice is only as healthy as the systems running in the background
That’s where your financial software comes in. Most practices rely on two key systems:
1. Practice management (PM) software like Dentrix or Eaglesoft, and
2. Accounts payable (AP) software, usually QuickBooks Desktop or Online.
These two programs serve very different purposes—but they’re both essential. The trouble starts when they’re not aligned. And unfortunately, I see that all the time.
What Each System Does (and Doesn’t Do)
Your practice management software does the bulk of the heavy lifting, probably 85% of your financial activity happens there. It tracks everything from patient records to insurance billing, production, collections, and daily deposits. It’s what your front office team touches all day long.
Your accounts payable software, on the other hand, handles about 15% of the picture. It’s where you enter deposits after they hit the bank. It’s where bills get paid, payroll gets processed, and financial statements are generated. Your CPA probably lives here, and your tax filings depend on it.
Here’s the catch: these systems don’t automatically talk to each other. That means the connection between them relies entirely on people and processes.
And when that connection isn’t well-defined, things start to slip.
The Hidden Risk You Might Be Ignoring
Every embezzlement case I’ve worked on—every single one—has had the same underlying issue: no one was reconciling what happened in the PM software with what showed up in the AP software.
There was no system. No routine check. No second set of eyes.
When money moves from one system to the other without accountability in the middle, it becomes incredibly easy for things to go wrong—and incredibly hard to catch them when they do.
I’ve seen deposits get misreported, payments “disappear,” and books that looked fine on the surface… until they didn’t.
This isn’t about having bad staff. It’s about not having clear systems.
What Better Looks Like
You don’t need new software. You need your existing software to be connected by a consistent, trustworthy process. That includes:
• A chart of accounts designed specifically for dental practices
• Daily deposit reports from the PM system matched to actual bank deposits in AP system
• A clear division of duties, so one person isn’t handling everything without oversight
• Regular reviews of both systems side by side—not in isolation
• Reports that make sense to you, not just your accountant
When you have this structure in place, everything becomes easier. You make better decisions. Your numbers stop feeling like a mystery. And most importantly—you’re protecting your business.
This Is What I Help With
If you’re not sure where to start, or you know things aren’t quite right but can’t put your finger on it, that’s okay. You’re not supposed to be the expert in this. I am.
I help dental practices:
• Clean up and align their PM and AP systems
• Build workflows that are simple and sustainable
• Set up real accountability that protects against loss
• Train the team so everyone knows their role
• And finally feel confident in the numbers
Let’s Make It Make Sense Again
You don’t have to keep second-guessing your reports or wondering if something’s falling through the cracks. If you’re ready to stop running in circles and get your financial systems working together, I’m here to help.
Reach out to schedule a discovery call. Let’s make your back office as strong as your clinical care!
Learn more at https://www.SusanGunnSolutions.com
or schedule a discovery call to learn how I can help you!
About the Author
Susan Gunn is a practice consultant specializing in financial systems, accountability, and operational clarity. With over 28 years of experience helping practice owners align their practice management and accounting software, she brings a clear, compassionate approach to solving the back-office challenges that hold teams back. Her consulting work has helped prevent embezzlement, streamline workflows, and restore confidence in the numbers. When she’s not working with clients, she’s writing, speaking, and creating resources to help dental teams build systems they can trust.