Practice Revenue & Caseload Calculator
Project what your caseload actually pays after no-shows, overhead, and taxes - or flip it around and find the caseload that hits your income goal.
Where each year's $138,000 goes
Estimates for planning only - not financial or tax advice. Overhead and tax rates vary widely by state, entity type, and practice setup.
Frequently asked questions
How much do therapists in private practice make?
It depends almost entirely on caseload, fee, and payer mix. A therapist seeing 20 clients a week at $150 a session for 46 weeks grosses about $138,000 - but after typical no-shows (~8%), overhead (~25%), and taxes (~25%), take-home lands closer to $71,000. The calculator lets you run your own numbers.
How many clients do I need to make $100k in private practice?
At a $150 average fee, 46 working weeks, 8% no-shows, 25% overhead, and 25% taxes, you'd need roughly 28 sessions per week to take home $100,000. Raise the fee to $200 and that drops to about 21. Use the 'Hit an income goal' mode to solve for your own assumptions.
What percentage of revenue goes to overhead in private practice?
Solo practices commonly spend 20-35% of collections on overhead: office rent or telehealth platform, EHR software, liability insurance, billing, continuing education, and marketing. Group practices and those with admin staff run higher.
How should I account for no-shows and cancellations?
Most outpatient practices lose 5-15% of booked sessions to late cancellations and no-shows. If you enforce a cancellation fee or keep a waitlist to backfill slots, use the lower end; if you see higher-acuity or sliding-scale clients, budget toward the higher end.
Estimates for planning purposes only - not financial, tax, or legal advice. Billing insurance? Pair this with our CPT reimbursement calculator to estimate per-session rates by code, and see how HIPAAtherapy keeps scheduling, notes, and billing in one place.