Therapy / Counseling Practice Profit Tracker

Therapy / Counseling Practice Profit Tracker Excel for your therapy practice — client plans, session log, expenses, and a monthly P and L dashboard. Know what every client actually pays — and whether the month actually made money.

Built for therapists and counselors in private practice who need to know, client by client and session by session, what the therapy plan is really worth per session — without accounting software. If a client is eating hours at a discount rate, this workbook shows it before the next therapy plan.

WHAT'S INCLUDED (6 sheets):

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

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

- 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 Session 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 5,100; add-on revenue 575; total revenue 5,675.

- 42 sessions per month; 51 hours logged (49 billable, 2 non-billable); capacity used 42.5 percent of a 120-hour month; average rate per billable hour 115.82.

- Rent 850, supplies 105, software 148, marketing 80, insurance 110, licensing 85, other 305; total expenses 1,683; net profit 3,992; net margin 70.3 percent.

- Best client by revenue: Henry Walsh, 760. Best effective rate: Henry Walsh, 160 per session. Lowest effective rate: Emma Rodriguez, 40 per session.

- Average monthly fee 425; average revenue per client 472.92; best add-on revenue 120 (Henry Walsh).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

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

3. On sheet 2, add a row per session: 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 sessions 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 120-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:

Therapists and counselors in private practice who want client plans, effective rates per session, billable hours, capacity, 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, 42 sessions per month, 51 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 120-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.