Home Care Agency Profit Tracker

Home Care Agency Profit Tracker Excel for your home care business — care service rates, client visits, caregiver hours, and a monthly P and L dashboard. Know what every visit actually costs — and whether the month actually made money.

Built for home care agency owners and managers who need to know, service by service and visit by visit, whether the hourly rate covers the caregiver wage, the travel, and the office costs — without accounting software. If a payer rate is too low or a caregiver is overloaded, this workbook shows it before the next schedule goes out.

WHAT'S INCLUDED (6 sheets):

- Services and Rates — average hours per visit, caregiver wage and travel cost per visit, cost per hour, rate per hour, and margin in dollars and percent for every service. Change a wage and every visit profit updates by formula.

- Client Visits — date, client, caregiver, service, hours, rate per hour, revenue, cost per hour pulled from the service sheet, profit per visit, and margin. Log private-pay, Medicaid waiver, and VA visits in one place.

- Caregivers and Hours — caregiver, role, clients assigned, scheduled hours per week, wage per hour, and weekly cost. Anyone scheduled over 40 hours a week is flagged OVERLOADED.

- Monthly P and L — revenue, caregiver and travel cost, office rent, insurance, and other expenses by month, Jan-Dec, with net profit and margin. Revenue and visit cost are formulas from the Visits sheet.

- Dashboard — total revenue, visits, billable hours, average visit value, gross and net profit and margin, best service by margin per hour and by margin percent, best-selling service, best visit and best caregiver, costs by category, total caregiver weekly cost, and overloaded count.

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

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

- Total revenue 3,474 from 24 visits and 96 billable hours; average visit value 144.75.

- Caregiver plus travel cost 2,155; gross profit 1,319; gross margin 38.0 percent.

- Office rent 650, insurance 320, other expenses 210 (marketing, scheduling software, background checks); total expenses 3,335; net profit 139; net margin 4.0 percent.

- Revenue by caregiver: Ana M. 734 (best), Dan W. 712, Priya S. 688, Ben K. 340, Omar H. 320, Lily C. 300, Rosa T. 234, Grace L. 146.

- Best service by margin per hour: Skilled Nursing Visit, margin 35.50 per hour. Best service by margin percent: Overnight Care, 43.8 percent (cost 18.00 per hour, rate 32).

- Best-selling service: Personal Care, 20 hours. Next: Overnight Care 18, Respite Care 12.

- Best visit: Walter H., October 8, Overnight Care x10 hours — revenue 320, profit 140.

- Caregiver example: total weekly cost 5,428, with 2 caregivers over 40 hours a week — Rosa T. (42 hours) and Omar H. (44 hours).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each service's average hours per visit, caregiver wage cost per visit, travel cost per visit, and rate per hour. Cost per hour and margin fill in by formula.

3. On sheet 2, log every visit: date, client, caregiver, service (spelled exactly as on sheet 1), hours, and rate per hour. Revenue, cost per hour, and profit fill in by formula.

4. On sheet 3, keep each caregiver's scheduled hours per week and wage current. Anyone over 40 hours is flagged OVERLOADED — that is overtime and burnout risk, not free capacity.

5. On sheet 4, enter office rent, insurance, and other expenses each month, then check gross and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Cost per hour is (caregiver wage cost per visit plus travel cost per visit) divided by average hours per visit. Margin per hour is rate per hour minus cost per hour. Margin percent is margin per hour divided by rate per hour. Gross profit is revenue minus caregiver and travel cost; net profit is revenue minus caregiver and travel cost, office rent, insurance, and other expenses. One billable hour is one unit.

WHO IT'S FOR:

Home care agency owners, schedulers, and managers who want service rates, visit profit, caregiver 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 services, 24 visits, 96 hours, 8 caregivers, 10 clients). Replace it with your own numbers.

- The example is simplified: Medicaid waiver visits earn only 2.00 per hour in the example because the state sets the rate, and two caregivers are scheduled over 40 hours a week. Payer rates, mileage rules, and overtime rules vary by state — enter your own rates and check your own rules.

- 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.