Private practice management software
- Fee income a year
- $335,174.40
- Sessions delivered a year
- 2,793
- What the no-shows cost a year
- $29,145.60
These sheets have no constants. Every number is worked from the figures you enter: the fields on your intake form, the required ones, the seconds a client spends on each, your new clients a month and how many never send it back, your session fee, your clinicians, sessions, working weeks, no-show rate and clinician split, your rent and software, and the minutes a note takes. The defaults are one three-clinician practice's worked example, not a benchmark this site publishes.
Private practice management software is judged on the numbers a practice owner can never get out of a spreadsheet: what the no-shows actually cost, how many sessions cover the room, and what the note-writing week is worth. This page is those three, worked. On the worked example three clinicians at 22 sessions a week over 46 weeks deliver 2,794 sessions and $335,174 of fee income, with $29,146 lost to no-shows and 497 sessions a year needed just to cover premises and software.
Open the Private practice budget template Free to use. No account, no card, no trial clock.
Work the income from sessions, not from ambition
Clinicians times sessions times working weeks, less the no-show rate, times the fee. Three at 22 over 46 weeks with 8% no-shows is 2,794 sessions and $335,174, and every plan that starts anywhere else starts from a number nobody has measured.
Put the no-shows in front of the owner
$29,146 a year on the worked example, which is more than the premises cost. A practice that cannot see that figure keeps treating no-shows as bad luck rather than as the largest controllable line in the budget.
Know what the room costs per session
$26,880 a year of premises and software over 2,794 sessions is $9.62 a session, and 497 sessions a year to cover it at a 45% margin. That is the number that decides whether a second room is a good idea or an expensive one.
Tell us what the Private practice management software did not settle
Tell us how many clinicians you have, what the notes live in today and what you use to book, and we will say plainly whether Soapvo carries it.
Practice notes: the questions clinicians ask
Does it do booking?
No. It keeps the record. If you need booking, payments and claims in one product, buy a clinic suite and know what you are paying for.
Where do the figures come from?
From you: your clinicians, sessions, weeks, fee, no-show rate, split, rent and software. The defaults are one practice's worked example.
Is the split the same as employment status?
No. It is what the clinician keeps, however they are engaged, and the employment question is one for your accountant.
Soapvo Pro
Keep the record, not just this afternoon's figures
The sheets settle the numbers this afternoon. Pro keeps the record: the client, the intake, the sessions and the notes in one place, so the file is complete when somebody asks for it.
- Download the file a client or an insurer has asked for
- Send it without the Soapvo watermark across it
- Come back to this sheet with every figure still in it
- Put your practice name on what a client receives
- Export every client file in one go, not one at a time
- Remind a client of the appointment and the form they have not returned
- Not used by Soapvo: this product takes no payment on your behalf
- Not used by Soapvo: this product does not sync to accounting
$79per month, whole team
Start Soapvo Pro PricingSoapvo Pro is $79 a month. It renews on the same day each month at $79 until you cancel, with no introductory rate, no minimum term, no per-clinician charge and no step up. If the price changes for new subscribers you keep yours.