Med Spa Profit Tracker

Med Spa Profit Tracker Excel for your med spa — client plans, treatment log, expenses, and a monthly P and L dashboard. Know what every client actually pays — and whether the month actually made money.

Built for med spa owners who need to know, client by client and treatment by treatment, what the treatment plan is really worth per treatment — without accounting software. If a client is eating hours at a discount rate, this workbook shows it before the next treatment plan.

WHAT'S INCLUDED (6 sheets):

- Client and Treatment Plan — client, treatment plan, monthly fee, treatments per month, effective rate, add-on revenue, and total monthly revenue for every client. Change a fee and the rate and totals update.

- Treatment Log — date, client, task, hours, hourly rate, amount, and whether it was billable for every treatment. Retainer rates are pulled from sheet 1 by formula; add-on treatments are priced per treatment.

- Expenses — rent, supplies, software, marketing, insurance, licensing, and other overhead, with a monthly cost for each.

- Monthly P and L — revenue, rent, supplies, software, marketing, insurance, licensing and other expenses by month, Jan-Dec, with net profit and margin. Revenue is a formula from the Treatment Log.

- Dashboard — total revenue, clients, hours, billable vs non-billable hours, capacity used, average rate, expenses, net profit and margin, best and weakest clients, revenue by client, costs by category, and hours by client.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- 12 clients; monthly fees 6,140; add-on revenue 770; total revenue 6,910.

- 39 treatments per month; 51.50 hours logged (47.50 billable, 4 non-billable); capacity used 85.8 percent of a 60-hour month; average rate per billable hour 145.47.

- Rent 2,200, supplies 800, software 209, marketing 250, insurance 320, licensing 130, other 410; total expenses 4,319; net profit 2,591; net margin 37.5 percent.

- Best client by revenue: Cynthia Reed, 950. Best effective rate: Helen Brooks, 350 per treatment. Lowest effective rate: Janet Cole, 50 per treatment.

- Average monthly fee 511.67; average revenue per client 575.83; best add-on revenue 200 (Cynthia Reed).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each client's treatment plan, monthly fee, treatments per month, and add-on revenue. Effective rate and total monthly revenue fill in by formula.

3. On sheet 2, add a row per treatment: date, client (spelled exactly as on sheet 1), task, hours, hourly rate, and whether it was billable. Amount fills in by formula. Retainer rows pull the rate from sheet 1.

4. On sheet 3, enter each month's rent, supplies, software, marketing, insurance, licensing and other costs.

5. On sheet 4, enter rent, supplies, software, marketing, insurance, licensing and other expenses each month, then check capacity and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Effective rate is monthly fee divided by treatments per month. Total monthly revenue is the fee plus add-on revenue. Average rate per billable hour is total revenue divided by billable hours. Capacity used is hours logged divided by a 60-hour month. Net profit is revenue minus rent, supplies, software, marketing, insurance, licensing, and other expenses — before the owner's own pay, which comes out of profit as drawings.

WHO IT'S FOR:

Med spa owners who want client plans, effective rates per treatment, product costs, billable hours, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (12 clients, 39 treatments per month, 51.50 hours logged in total, 12 expense items). Replace it with your own numbers.

- The example is simplified: net profit is before the owner's own pay — the owner takes drawings from profit, so add an owner-pay line on the P and L if you draw a salary. Capacity is measured against a 60-hour month; change it on the Dashboard if your month is different.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.