Physical Therapy Clinic Profit Tracker

Physical Therapy Clinic Profit Tracker Excel for your physical therapy clinic — patient plans, 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 physical therapists and small PT clinics who need to know, patient by patient and session by session, what the treatment plan is really worth per session — without accounting software. If a patient is eating hours at a discount rate, this workbook shows it before the next treatment plan.

WHAT'S INCLUDED (6 sheets):

- Patient and Treatment Plan — patient, treatment 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. 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, 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 6,136; add-on revenue 850; total revenue 6,986.

- 96 sessions per month; 113 hours logged (108 billable, 5 non-billable); capacity used 70.6 percent of a 160-hour month; average rate per billable hour 64.69.

- Rent 2,100, supplies 400, software 218, marketing 180, insurance 240, licensing 110, other 400; total expenses 3,648; net profit 3,338; net margin 47.8 percent.

- Best patient by revenue: Derek Lawson, 920. Best effective rate: Angela Foster, 80 per session. Lowest effective rate: Miguel Santos, 48 per session.

- Average monthly fee 511.33; average revenue per patient 582.17; best add-on revenue 200 (Derek Lawson).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each patient's treatment 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. 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 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.

WHO IT'S FOR:

Physical therapists and small PT clinics who want patient 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 patients, 96 sessions per month, 113 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 160-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.