Hospice Care Agency Profit Tracker

Hospice Care Agency Profit Tracker Excel — services and pricing, visit log, expenses, and a monthly P and L dashboard. Know what every patient actually pays — and whether the month actually made money.

Built for hospice care agency owners and administrators who need to know, patient by patient and visit by visit, what a plan is really worth per visit — 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, hospice care plan, monthly fee, visits per month, effective rate, add-on revenue, and total monthly revenue for every patient. Change a fee and the rate and totals update.

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

- 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 Visit 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 34,886; add-on revenue 1,314; total revenue 36,200.

- 242 visits per month; 257 hours logged (251 billable, 6 non-billable); capacity used 160.6 percent of a 160-hour month; average rate per billable hour 144.22.

- Rent 1,400; supplies 1,300; software 348; marketing 150; insurance 480; licensing 280; other 15,580; total expenses 19,538; net profit 16,662; net margin 46.0 percent.

- Best patient by revenue: Arthur Reed, 4,140. Best effective rate: Harold Bennett, 175 per visit. Lowest effective rate: Helen Brooks, 125 per visit.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

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

3. On sheet 2, add a row per visit: 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 visits 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.