Classify by Swiping
The old way is to buy things on one card and sort them out later, which means someone, usually Dr. Sorr, guessing weeks afterward what a charge was for. The two-card system fixes this at the source: which card you use IS the classification. Pick the right card and the bookkeeping is already done.
This is one more thing off Dr. Sorr's desk. Clean classification at the point of purchase means the bookkeeper applies a simple rule instead of asking, the monthly review takes five minutes instead of fifty, and the financials are accurate enough to actually run the practice on.
The Two Cards
Each card maps to a kind of spending. Keep them separate and never mix a purchase across them. Ultrawell Academy is intentionally not on either card; that income and spending runs through Kajabi to keep the entity boundary clean.
Card A covers SOH practice spending (Class 1). Card B covers Dr. Sorr's professional and travel spending (Classes 2 and 3). Staff use Card A; Dr. Sorr uses Card B. The card-to-class mapping always matches the official Class Mapping workbook used by the bookkeeper.
Which Card Do I Use?
Ask yourself one question before you pay. The answer points to the card.
Common Purchases
A quick reference for the spending that comes up most. Match the purchase, use the card, and the class takes care of itself.
| What You're Buying | Card | Class | Notes |
|---|---|---|---|
| Clinical & aesthetic supplies, injectables, consumables | Card A | Class 1 · SOH | Core practice spending |
| Retail skincare for in-office sale | Card A | Class 1 · SOH | In-office retail only |
| Equipment, devices, office furnishings | Card A | Class 1 · SOH | Larger items may need CPA review for depreciation |
| Practice software & subscriptions (GHL, scheduling, etc.) | Card A | Class 1 · SOH | Recurring practice tools |
| Meals with patients or staff, at or near SOH | Card A | Class 1 · SOH | See the meals rule below |
| Travel for a medical directorship | Card B | Class 2 · Directorship | Flights, hotel, meals all follow the trip purpose |
| Travel for speaking or a conference | Card B | Class 3 · Industry | Galderma, AMWC, Aesthetic Show, and similar |
| Advisory board meeting costs | Card B | Class 3 · Industry | Benev, Foundations, and similar |
| Ultrawell Academy costs (content, platform) | Neither | Class 4 · Ultrawell | Runs through Kajabi, not these cards |
| Anything personal | Neither | Not a business expense | Never on either business card |
The Tricky Ones
A few purchases feel like they could go either way. They don't. Each has one clear rule so nobody has to decide in the moment. When a category once said "Class 2 or 3," that fork is gone; here is the rule that replaces it.
Meals Follow the Trip
A meal's class follows the purpose of the trip it happens on. Directorship travel, Card B, Class 2. Speaking or conference travel, Card B, Class 3. A meal with patients or staff at SOH, Card A, Class 1.
Travel Follows the Engagement
Flights, hotels, rideshares, and parking all take the class of why you traveled. The whole trip is one purpose, so the whole trip is one class, on Card B.
Mixed-Purpose Trips
If a single trip genuinely serves two purposes, don't split it at the register. Put it on the card for the primary reason you traveled and flag it for the monthly review so it can be split properly in the books.
When You Truly Can't Tell
Don't guess and don't stall the purchase. Use Card A, keep the receipt, and note it for the monthly review. A flagged item is easy to fix; a wrong silent guess is not.
A few categories sit above this everyday guide and are set with the CPA: vehicle business-use percentage, equipment depreciation, and how owner and personal items are handled. Those are not point-of-purchase decisions; the bookkeeper applies them. This card covers the day-to-day "which card do I swipe" choice only.
The Monthly Review
The two cards get classification right most of the time on their own. The monthly review catches the rest, so nothing is ever left to a guess. It's light by design.
- Keep every receipt. Snap a photo or drop it in the shared folder the moment you pay. A charge without a receipt is the hardest thing to classify later.
- The bookkeeper applies the rules. In QuickBooks, each charge gets its class from the card it was on and the rules above. No one classifies in the moment beyond choosing the card.
- Anything unclear goes to "Pending." If a charge doesn't have an obvious class, it waits in a Pending Classification bucket rather than being guessed.
- Five minutes with Dr. Sorr, monthly. The Pending items get reviewed together once a month. That short review is where the map gets sharper over time.
Do those three things and the practice's books stay clean, the monthly review stays short, and Dr. Sorr gets to spend his time on patients and the practice instead of reconstructing what a charge was for.
For the full class definitions and the bookkeeper's detailed mapping, see the Class Mapping workbook. This page is the everyday companion to it. Be Radiant. Be Well. Be You.