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Private Practice Bookkeeping Spreadsheet for Therapists: CPT Codes, Insurance Claims, Superbill, Excel and Google Sheets

Joshua Elberg

Designed by Joshua

PalavirDigital ·

United States

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  • Designed by PalavirDigital
  • Party decor for gatherings and celebrations
  • Digital download
  • Digital file type(s): 1 File

Going from a group practice to private practice means you are suddenly responsible for tracking insurance claims, managing private pay balances, logging sessions for tax purposes, and figuring out what you actually owe quarterly. Most therapists were not trained for any of that — and one missed insurance claim or mislogged CEU deduction adds up fast.

This spreadsheet system is built specifically for therapists in private practice: solo practitioners, those transitioning from group practice, and those managing a mix of insurance and private pay clients.

WHAT IS INCLUDED

Session Log with CPT Codes — Log each client session with date, session type, CPT code (90837, 90834, 90847, 90853, and others), duration, fee charged, payment received, and payment method. Tracks both insurance-billed and private pay sessions in the same view.

Insurance Claim Tracker — For each claim: client, payer, NPI, claim number, date submitted, CPT code, billed amount, allowed amount, copay or coinsurance, amount paid, payment date, denial reason, action needed, and status. Paid and denied claims are colour-coded. The Session Log shows each session's outstanding balance.

Superbill Template — A clean, fillable superbill template for clients who self-pay and submit to insurance on their own. Includes your NPI, license number, CPT and diagnosis code fields, and session date range. Export or print per client as needed.

Expense Tracker — Categorized expenses for the deductions therapists most commonly miss: continuing education and CEUs, supervision costs, professional association dues, liability insurance, home office, phone and internet, EHR and software, and office rent.

Tax Prep Summary — Pulls from the session log and expense tracker to produce a year-end income and expense summary organized by Schedule C categories. Hand this directly to your accountant.

HOW TO USE

Step 1: Open the .xlsx in Excel, or upload it to Google Drive and open it with Google Sheets.
Step 2: Enter your client IDs and the CPT codes you bill as you log sessions in the Session Log.
Step 3: Log sessions weekly — even 10 minutes on Fridays keeps the data clean.
Step 4: At quarter end, run the Tax Prep Summary and review outstanding insurance claims.

WHO THIS IS FOR

Therapists, counselors, and psychologists in solo or small group private practice. Especially useful for clinicians in their first 1-3 years of private practice, those recently leaving a group practice, and those currently tracking income in a notes app or not at all. Works for pure private pay, pure insurance, or hybrid practices.

This is a bookkeeping tool, not billing software. It does not submit claims — it tracks them.

REQUIREMENTS

Google Sheets (free — requires a Google account) or Microsoft Excel 2016 or newer. No macros or add-ons. After purchase you get one .xlsx file as an instant download. It opens in Excel, or upload it to Google Drive and open it with Google Sheets.

ALSO FROM PALAVIR DIGITAL:
- Dental Patient Intake Forms (includes a HIPAA notice template): search "Palavir Dental Intake"
- Small Business Bookkeeping: search "Palavir Small Business Bookkeeping"

CPT codes are owned by the AMA and cannot be redistributed. This template ships CPT as buyer-filled fields.

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