Senior Living & Assisted Living Facilities

Clear Financial Visibility Across Your Senior Living Community

Senior living and assisted living facilities manage recurring resident charges, staffing expenses and property operating costs. Move-ins, move-outs, approved service changes and varying staffing needs can affect both monthly income and expenditure.

OBG Outsourcing provides bookkeeping and accounting support focused on resident billing, staffing costs and facility reporting. We help individual communities, operators with multiple locations and the accounting firms serving them maintain organized records and understand financial performance.

Resident Billing Support

Resident invoices may include accommodation, agreed care packages, meals and additional services. Keeping charges aligned with approved agreements helps your team review billing accuracy and respond to account queries.

We prepare draft invoices using approved resident agreements, rate schedules and service records. Recurring charges, authorized additions and previously billed amounts are checked, with missing information or differences highlighted for your billing team.

Move-In, Move-Out and Billing Adjustments

Changes in residency dates or service arrangements can affect monthly charges. Clear records help your facility explain partial-period billing, credits and refunds.

We calculate draft adjustments using your approved dates, contractual terms and billing policies. Changes to care-related charges are recorded only from authorized instructions, with final invoice and refund approval retained by your facility.

Resident Receivables and Payment Reconciliation

Payments may come from residents, authorized representatives or third-party payers. Matching these receipts to the correct account helps keep outstanding balances clear.

We reconcile bank receipts and available remittance records with resident invoices, maintain receivables aging schedules and track unapplied payments. Overdue balances, disputed charges and payment differences are documented for your designated team to follow up.

Deposits and Advance Payments

Resident deposits and payments received in advance need to remain separately identifiable in the accounting records.

We maintain schedules showing receipts, amounts applied to invoices and approved refunds. Deposit and deferred income balances follow your accountant-approved policies, with supporting reconciliations prepared for monthly review.

Staffing Cost Tracking

Care staff, nursing teams, housekeeping, catering and administrative employees all contribute to facility operating costs. Understanding these expenses by department helps management review spending against its plans.

We organize payroll costs using approved records and allocate expenses by facility, department or cost center under your agreed methods. Reports can distinguish regular wages, overtime, employer costs and temporary staffing charges.

Payroll and Agency Staff Reconciliation

Payroll entries and staffing agency invoices need to agree with approved records and payments. Unresolved differences can make labor costs harder to interpret.

We reconcile payroll reports with ledger entries and bank transactions, and match agency invoices with approved shifts and agreed rates where records are available. Duplicate charges, missing approvals and outstanding balances are flagged for review.

Facility Financial Reporting

Each location needs a consistent view of revenue, staffing costs and other operating expenses.

We prepare facility-level profit and loss statements, balance sheet schedules and budget-versus-actual reports. For operators with multiple communities, consistent account categories help management compare results and identify significant differences between locations.

Occupancy and Operating Cost Analysis

Occupancy changes can influence revenue and the cost of operating a facility. Combining financial records with reliable occupancy information helps explain movements in performance.

Using facility-supplied data, we prepare reports such as revenue per occupied unit, staffing cost as a percentage of revenue and operating cost per resident day. Definitions and allocation methods are agreed with your team so comparisons remain consistent.

Property Expenses and Cash Flow

Utilities, food supplies, maintenance, insurance and equipment purchases create payment commitments alongside payroll.

We categorize facility expenses, reconcile supplier accounts and maintain payable schedules. Cash flow summaries help management review expected collections, upcoming staffing payments and planned property expenditure.

Monthly Close and Year-End Support

A consistent close process connects resident billing, payroll and supplier records with the financial statements.

Our team supports bank reconciliations, resident balance reviews, payroll liability checks and preparation of supporting schedules. Outstanding queries are documented for your accountant or designated reviewer, helping keep monthly reporting and year-end preparation organized.

White-Label Support for Accounting Firms

OBG Outsourcing also works behind accounting firms serving senior living and assisted living clients. We assist with resident billing records, staffing cost schedules and facility reporting while your firm retains the client relationship, review authority and final approval.

With clearer financial records, your team can devote more time to resident services and community operations.