Private practice budget template
- Fee income a year
- $335,174.40
- Sessions delivered a year
- 2,793
- What the no-shows cost a year
- $29,145.60
- Paid to clinicians a year
- $184,345.92
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.
The figures are a worked example for a three-clinician practice: $335,174.40. Put your own caseload in and the answer changes.
Download the Private practice budget template worked example (CSV)
This is the private practice budget sheet, and it is the one number most practice owners have never worked out properly. Enter the clinicians seeing clients, the sessions each does a week, your working weeks, the session fee, the share of sessions lost to no-shows and late cancellations, the share of the fee a clinician keeps, and the monthly cost of rooms and of software and insurance. It returns the sessions delivered a year, the fee income, what the no-shows cost, what is paid to clinicians, the premises and software bill, what is left before tax, the premises cost per session, and the sessions needed to cover the fixed costs.
The income, off the sessions
Three clinicians at 22 sessions a week over 46 weeks, less an 8% no-show rate, is 2,794 sessions and $335,174 of fee income. Change the working weeks and the answer moves faster than most owners expect: four weeks is $29,000 on this example.
What the no-shows cost
$29,146 a year, which is more than the rent. It is also the most controllable line on the sheet, because reminders, deposits and a written cancellation policy each move it, and none of them cost anything like $29,000.
What the room has to earn
$26,880 a year of premises and software over 2,794 sessions is $9.62 a session, and at a 45% margin it takes 497 sessions a year just to cover it. That is the figure to hold a second room, or a second clinician, against.
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.
Practice notes: the questions clinicians ask
Is the clinician share the same as a salary?
No. It is what the clinician keeps, whether they are employed, on a split or self-employed. The employment question is one for your accountant and it changes the tax, not this arithmetic.
What no-show rate should we use?
Your own, from the last quarter. Practices that guess it guess low.
Does this include tax?
No. It stops at what is left before tax, because tax depends on how the practice is structured.