ABA Therapy Clinic Profit Tracker

ABA Therapy Clinic Profit Tracker Excel — services and pricing, 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 ABA clinic owners and BCBA practices who need to know, client by client 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 — client, ABA 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. 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, 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 21,440; add-on revenue 865; total revenue 22,305.

- 308 sessions per month; 322 hours logged (319 billable, 3 non-billable); capacity used 201.3 percent of a 160-hour month; average rate per billable hour 69.92.

- Rent 2,400; supplies 630; software 308; marketing 200; insurance 320; licensing 220; other 8,845; total expenses 12,923; net profit 9,382; net margin 42.1 percent.

- Best client by revenue: Sophia Carter, 2,720. Best effective rate: Isabella Ross, 100 per session. Lowest effective rate: Ethan Cole, 60 per session.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each client's ABA 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. 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.