Dental Practice Profit Tracker

Dental Practice Profit Tracker Excel for your dental office — procedure costs, patient visits, payer mix and collections, and a monthly P and L dashboard. Know what every procedure actually costs, what every visit actually made, and which payer actually pays.

Built for dentists, dental office managers, and small dental practices who need to know, procedure by procedure and payer by payer, whether the fee covers the materials, the lab, and the hygienist — without accounting software. If a payer is paying slowly or a procedure is barely covering its lab bill, this workbook shows it before the next month's payroll.

WHAT'S INCLUDED (6 sheets):

- Procedures and Fees — chair time, materials cost, lab cost, fee, and margin in dollars and percent for every procedure. Change a lab fee and every visit profit updates by formula.

- Patient Visits — date, patient, payer, procedure, quantity, fee, revenue, cost per procedure pulled from the procedure sheet, profit per visit, and margin. Log exams, fillings, crowns, root canals, and extractions in one place.

- Payer Mix and Collections — payer, patients, billed, insurance adjustment, collected, outstanding A/R, and collection rate. Patients and billed are formulas from the Visits sheet; enter each payer's adjustment and collected amount and the rest fills in.

- Monthly P and L — revenue, procedure cost, hygienist pay, rent, and other expenses by month, Jan-Dec, with net profit and margin. Revenue and procedure cost are formulas from the Visits sheet.

- Dashboard — total revenue, visits, procedures performed, average collection per visit, gross and net profit and margin, best procedure by margin dollars and by margin percent, best-selling procedure, best visit and best payer, costs by category, total adjustments, total collected, outstanding A/R, and collection rate.

- 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 9,195 from 20 visits and 22 procedures performed; average collection per visit 459.75.

- Procedure cost (materials plus lab) 1,379; gross profit 7,816; gross margin 85.0 percent.

- Hygienist pay 3,200, rent 2,200, other expenses 1,150 (supplies, software, insurance); total expenses 7,929; net profit 1,266; net margin 13.8 percent.

- Revenue by payer: Aetna 3,310 (best), Delta Dental 2,520, MetLife 1,530, Cash 790, Cigna 560, Medicaid 485.

- Best procedure by margin per procedure: Implant Crown, margin 1,470. Best procedure by margin percent: Root Canal - Molar, 96.1 percent (cost 38, fee 980).

- Best-selling procedure: Exam and Cleaning, 5 performed. Next: Filling - 2 Surface, 3.

- Best visit: A. Martinez, October 13, Implant Crown — revenue 1,850, profit 1,470.

- Payer collections: total insurance adjustments 1,716.45; total collected 6,478.55; outstanding A/R 1,000; overall collection rate 86.6 percent. Medicaid is the worst payer at 20.7 percent collected with 250 still outstanding; Cash is 100 percent.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each procedure's chair time, materials cost, lab cost, and fee. Total cost and margin fill in by formula.

3. On sheet 2, log every visit: date, patient, payer, procedure (spelled exactly as on sheet 1), quantity, and fee. Revenue, cost per procedure, and profit fill in by formula.

4. On sheet 3, enter each payer's insurance adjustment and amount collected. Outstanding A/R and the collection rate fill in by formula.

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

HOW THE NUMBERS WORK:

Total cost per procedure is materials cost plus lab cost. Margin per procedure is fee minus total cost. Margin percent is margin divided by fee. Gross profit is revenue minus procedure cost; net profit is revenue minus procedure cost, hygienist pay, rent, and other expenses. Collection rate is collected divided by billed minus insurance adjustment. One performed procedure is one unit.

WHO IT'S FOR:

Dentists, dental office managers, and small dental practices who want procedure costs, visit profit, payer collections, 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 procedures, 20 visits, 22 procedures performed, 6 payers). Replace it with your own numbers.

- The example is simplified: the dentist's own time is not costed, only materials, lab, hygienist pay, rent, and other expenses. Insurance adjustments are entered per payer on sheet 3, and P and L revenue is billed fees, not cash collected. Add your own expense lines on sheet 4 as needed.

- 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.