Therapist Practice Management Spreadsheet, Client Session and Payment Tracker, Private Practice Excel Template, Google Sheets

THE THERAPIST COMPANION

Run your private practice from one connected system instead of juggling separate client, payment, expense, goal, and reporting trackers.

The Therapist Companion is a premium Excel + Google Sheets practice-management workbook designed for therapists and counselors in private practice. Organize clients, sessions, payments, expenses, cancellations, goals, license renewal, CEUs, and reporting in one structured workflow.

Enter your activity once and your connected dashboard, reports, client metrics, and insights update automatically.

No subscription. No separate practice-management account.

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WHAT IS THE THERAPIST COMPANION?

A connected 20-tab practice-management workbook built to centralize the administrative and business side of private practice.

You enter your practice settings, clients, sessions, payments, expenses, and other activity. The workbook then produces connected dashboards, financial summaries, weekly and monthly reporting, goals, client analytics, practice insights, and printable reports.

This is an organizational and reporting system — not an EHR, clinical documentation platform, or insurance-claim submission service.

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WHAT YOU CAN MANAGE

✓ PRACTICE SETUP

Set up your practice information, rates, cancellation settings, annual revenue goal, session target, estimated tax rate, client capacity, and other workbook defaults.

✓ CLIENT ROSTER

Manage up to 150 client records with status, frequency, modality, insurance, rate, and connected client metrics.

Sessions, charges, paid amounts, balances, last-session information, and other metrics calculate automatically where applicable.

✓ SESSION LOG

Track up to 1,000 sessions with fields for date, client, session type, duration, charge, modality, payment status, date paid, amount paid, outstanding balance, claim status, CPT code, and other relevant information.

✓ PAYMENTS & OUTSTANDING BALANCES

Keep billed charges and money actually received clearly separated.

Outstanding balances calculate from your entries, helping you see what has been collected and what is still open.

✓ CLAIM STATUS TRACKING

Organize claim progress alongside the related session using statuses such as submitted, processing, approved, denied, appealed, and other available workflow stages.

This feature is for tracking only and does not submit claims.

✓ INCOME REPORTING

Review charges, paid revenue, outstanding balances, collection rate, monthly performance, and revenue-goal progress.

✓ EXPENSE TRACKING

Organize business expenses by category, vendor, payment method, amount, tax-deductible classification, and notes.

✓ CANCELLATION TRACKING

Record cancellations and no-shows while keeping session value, fees charged, fees collected, and lost revenue clearly separated.

✓ WEEKLY & MONTHLY REPORTING

Review sessions, hours, charges, payments, pace, monthly performance, and historical trends without rebuilding reports manually.

✓ GOALS & MILESTONES

Track annual and quarterly goals, progress toward your target, weekly pace, and personal practice milestones.

✓ CLIENT INSIGHTS

Review client-level activity, averages, capacity, and Top Client rankings based on recorded workbook data.

✓ PRACTICE INSIGHTS

Formula-driven observations help summarize areas such as revenue, caseload, sessions, collections, outstanding balances, annual pace, engagement, therapy hours, expenses, and estimated results.

✓ LICENSE & CEU TRACKING

Keep license details, renewal dates, renewal status, required CEU hours, completed credits, remaining hours, and continuing-education records together.

✓ CUSTOMIZABLE DROPDOWNS

Centralized Lists & Controls help keep frequently used dropdown values organized throughout the workbook.

✓ PRINTABLE REPORTS

Create clean monthly, client, and license / CEU summaries from your connected workbook data.

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PREMIUM DASHBOARD

Choose a reporting month and year and review your practice from one central dashboard.

The Dashboard brings together:

• Active Clients
• Sessions This Month
• Paid Revenue
• Expenses
• Collection Rate YTD
• Outstanding Balance
• Tracked Cash Result
• Annual Revenue Goal Progress
• Client Capacity
• Weekly Session Pace
• Claims Requiring Follow-Up
• License Renewal
• CEU Progress
• Paid Revenue vs Expenses
• Practice Insights

Dashboard metrics are calculated from information entered elsewhere in the workbook.

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BLANK + SAMPLE DATA — BOTH INCLUDED

You receive TWO Excel workbook editions.

BLANK WORKBOOK

Your starting version for entering your own practice information and using the system day to day.

SAMPLE DATA WORKBOOK

A fully populated fictional practice designed to show the system working before you begin.

Explore populated clients, sessions, payments, expenses, cancellations, goals, license information, CEUs, Dashboard metrics, reports, rankings, and insights.

Recommended workflow:

1. Open the Sample Data workbook first.
2. Explore how the connected system works.
3. Open the Blank workbook.
4. Complete Setup.
5. Add your clients.
6. Begin recording your own activity.

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WHAT'S INCLUDED

✓ Blank Excel Workbook — complete 20-tab system

✓ Sample Data Excel Workbook — the same system with fictional demonstration data

✓ Google Sheets Version / Access — make your own working copy

✓ Professional User Guide PDF — detailed walkthrough with real workbook screenshots

✓ 13-Page Printable Companion PDF — additional print-ready practice pages

✓ Google Sheets Access PDF — access link and setup instructions

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13-PAGE PRINTABLE COMPANION

A separate printable companion is also included for customers who want a paper-based workflow alongside the digital workbook.

Includes pages for areas such as:

• Weekly Session Planning
• Session & Payment Tracking
• New Client Intake
• Caseload Overview
• Outstanding Balances
• Insurance Claim Tracking
• Cancellation & No-Show Records
• Business Expenses
• Monthly Practice Review
• Quarterly Goals
• License & CEU Tracking
• Practice Notes

Designed for clean printing and handwriting.

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AUTO-POPULATED PRINT REPORTS

The workbook also includes three dedicated printable reporting sheets.

MONTHLY PRACTICE REPORT

Choose a month and year to create a structured practice summary with financial activity, performance, goal progress, chart data, and attention items.

CLIENT ADMINISTRATIVE SUMMARY

Choose a Client ID to review the connected client profile, activity, financial information, cancellations, and recent session data.

LICENSE & CEU SUMMARY

Review license information, renewal status, CEU progress, and continuing-education records in one printable view.

Print settings are already configured for convenient Excel printing or PDF export.

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EXCEL + GOOGLE SHEETS

The reference workbook is designed for Microsoft Excel.

A Google Sheets version / access option is also included for customers who prefer a browser-based spreadsheet workflow.

Some fonts, spacing, conditional formatting, protection, chart appearance, or print behavior may vary slightly between Excel and Google Sheets.

Excel remains the reference version.

No macros.
No add-ons.
No subscription.

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WHO THIS IS FOR

Designed for therapists and counselors managing the administrative and business side of private practice, including professionals such as:

• LCSW
• LMFT
• LPC
• LMHC
• Counselors
• Psychotherapists
• Solo Private-Practice Professionals
• Small Practices

It is especially useful if you want one organized place to review client activity, sessions, payments, balances, expenses, goals, professional-development tracking, and business reporting.

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WHY A CONNECTED SYSTEM?

Instead of maintaining several unrelated trackers:

One Client Roster connects your client information to session activity.

One Session Log feeds connected client metrics, financial reports, summaries, Dashboard metrics, and insights.

One Lists & Controls area helps keep dropdown values consistent.

One Dashboard brings your most important practice information together.

And because a Sample Data workbook is included, you can see the system working before entering your own records.

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HOW IT WORKS

1. COMPLETE SETUP

Enter your practice settings, rates, targets, and preferences.

2. ADD YOUR CLIENTS

Build your Client Roster and keep each client connected through a unique Client ID.

3. LOG YOUR ACTIVITY

Record sessions, payments, expenses, cancellations, and other relevant practice activity.

4. REVIEW YOUR PRACTICE

Use the Dashboard, Weekly and Monthly reports, Goals, Client Insights, Practice Insights, and printable summaries whenever you need them.

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IMPORTANT — DIGITAL PRODUCT

• This is a digital product only. No physical item will be shipped.

• You will need compatible spreadsheet software or access to Google Sheets.

• A PDF reader is recommended for the included User Guide, access instructions, and printable files.

• The workbook is supplied as an organizational template/system. You are responsible for entering and managing your own information.

• All names, client records, financial figures, license information, and other records shown in the Sample Data workbook are fictional demonstrations.

• Because this is a digital product, returns and cancellations are generally not accepted. If you experience an issue with your files, please contact us for support.

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PRIVACY & PROFESSIONAL NOTE

The workbook is designed around Client IDs and initials, allowing customers to limit identifying information where appropriate.

This product is an organizational tool and does not replace professional legal, tax, billing, privacy, regulatory, or clinical advice.

No claim of HIPAA, GDPR, insurance, tax, or license compliance is made.

Customers are responsible for determining what information is appropriate to store and for confirming requirements applicable to their profession and jurisdiction.

License and continuing-education requirements vary by profession and location. Always confirm your requirements with the applicable licensing authority.

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SUPPORT

Customer Support Available

Free updates when available

Questions before purchasing? Send us a message and we’ll be happy to help.

Thank you for choosing Prime Digital Goods.