Fertility Clinic Profit Tracker

Fertility Clinic Profit Tracker Excel — services and pricing, appointment log, expenses, and a monthly P and L dashboard. Know what every patient actually pays — and whether the month actually made money.

Built for fertility clinic owners and practice managers who need to know, patient by patient and appointment by appointment, what a plan is really worth per appointment — 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, fertility care plan, monthly fee, appointments per month, effective rate, add-on revenue, and total monthly revenue for every patient. Change a fee and the rate and totals update.

- Appointment Log — date, patient, task, hours, hourly rate, amount, and whether it was billable for every appointment. Plan rates are pulled from sheet 1 by formula; add-on appointments are priced per appointment.

- 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 Appointment 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 40,190; add-on revenue 2,310; total revenue 42,500.

- 91 appointments per month; 103 hours logged (99 billable, 4 non-billable); capacity used 64.4 percent of a 160-hour month; average rate per billable hour 429.29.

- Rent 3,400; supplies 3,000; software 368; marketing 450; insurance 650; licensing 240; other 7,000; total expenses 15,108; net profit 27,392; net margin 64.5 percent.

- Best patient by revenue: Sarah Lindqvist, 6,000. Best effective rate: Sarah Lindqvist, 600 per appointment. Lowest effective rate: Jessica Meyer, 250 per appointment.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each patient's fertility care plan, monthly fee, appointments per month, and add-on revenue. Effective rate and total monthly revenue fill in by formula.

3. On sheet 2, add a row per appointment: 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 appointments 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.