Speech Therapy Practice Profit Tracker

Speech Therapy Practice Profit Tracker Excel — services and pricing, session log, expenses, and a monthly P and L dashboard. Know what every patient actually pays — and whether the month actually made money.

Built for speech-language pathologists and small speech therapy practices who need to know, patient by patient and session by session, what a plan is really worth per session — without accounting software. If a plan is eating hours at a discount rate, this workbook shows it before the next plan is sold.

WHAT'S INCLUDED (6 sheets):

- Services and Pricing — patient, speech therapy plan, monthly fee, sessions per month, effective rate, add-on revenue, and total monthly revenue for every patient. Change a fee and the rate and totals update.

- Session Log — date, patient, task, hours, hourly rate, amount, and whether it was billable for every session. Plan 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, patients, hours, billable vs non-billable hours, capacity used, average rate, expenses, net profit and margin, best and weakest patients, revenue by patient, costs by category, and hours by patient.

- 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 patients; monthly fees 9,636; add-on revenue 695; total revenue 10,331.

- 120 sessions per month; 134.5 hours logged (130.5 billable, 4 non-billable); capacity used 84.1 percent of a 160-hour month; average rate per billable hour 79.16.

- Rent 1,650; supplies 500; software 188; marketing 140; insurance 190; licensing 95; other 2,070; total expenses 4,833; net profit 5,498; net margin 53.2 percent.

- Best patient by revenue: Lucas Miller, 1,120. Best effective rate: Jameson Clark, 105 per session. Lowest effective rate: Oliver Wilson, 65 per session.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each patient's speech 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, patient (spelled exactly as on sheet 1), task, hours, hourly rate, and whether it was billable. Amount fills in by formula. Plan 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 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 160-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.

PLEASE NOTE:

- Instant digital download. No physical item ships.

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

- Example data is included so you can see how it works. Replace the yellow cells with your own numbers — yellow cells are the only ones you edit.

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

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