Therapist Practice Money Ledger | Income, Claims, Expenses, Taxes (Excel/Google Sheets)

See your practice income, unpaid insurance claims, monthly profit and quarterly tax set-asides in one place.

The Private Practice Money Ledger (version 1.1) is a protected, formula-driven workbook with nine tabs, built for solo therapists who take insurance and private pay. It works in Excel and Google Sheets, uses client ID codes only (no client names), and has no macros or add-ons.

WHAT IT DOES
• Income tab: copays, self-pay and other income by payer and payment method (room for 2,000 rows).
• Claims tab: one row per insurance claim (room for 1,500). Mark a claim Paid with the amount and date and it counts as income automatically on its Date Paid, so there is no double entry. Days outstanding with 0-30, 31-60, 61-90 and 90+ buckets, a follow-up alert after 30 days (you set the threshold), denial reasons and denial rate, and underpayment flags.
• Expenses tab: category dropdown mapped to Schedule C lines, with a deductible yes/no (room for 1,000 rows). Only deductible expenses count toward net profit and taxes.
• Taxes tab: IRS quarterly periods and due dates (editable), a suggested set-aside (net profit x your percentage, 30% by default), your actual set-aside, and an "On track" or "Short" status.
• Monthly P&L: pick any month to see income by source, expenses by category (largest first) and net profit, plus a 12-month summary.
• Reconcile: mark items Cleared, enter your statement ending balance and date, and see the difference with a green RECONCILED or red indicator.
• Dashboard: year-to-date income, expenses and net profit, tax set-aside gap, open claims by age, claims past your follow-up threshold, denial rate, top payers, a 12-month income vs. expenses chart and your next tax due date.
• Start Here and Lists & Settings tabs: setup steps, payers, CPT codes, categories and your settings.
• Every tab is protected with no password, so formulas can't be overwritten by accident. Input cells stay editable.
• Uses the same client IDs and payer names as our Therapist Caseload Tracker, if you use both. They are separate files; nothing links between workbooks automatically.

WHAT YOU GET
1. A zip file with: a SAMPLE workbook (.xlsx) filled with fictional 2026 income, claims and expenses so you can see every total working; a BLANK workbook (.xlsx), the same workbook empty and ready for your practice; and the Setup Guide (PDF).
2. The Setup Guide as a separate PDF.
3. A one-page Start Here PDF: how to unzip and open the files.
Etsy can't deliver .xlsx files directly, so the workbooks come inside a zip file.

HOW IT WORKS IN EXCEL AND GOOGLE SHEETS
• Excel 2016 or later / Microsoft 365 (Windows and Mac): unzip the download, open the BLANK workbook and click Enable Editing. There are no macros, so you are never asked to enable them.
• Google Sheets: unzip, upload the .xlsx to Google Drive, open it and choose File > Save as Google Sheets. Formulas, dropdowns and color alerts carry over. Excel's sheet protection does not, and the setup guide shows how to re-protect the formula columns.
• Linux: use Google Sheets or LibreOffice Calc.
• Apple Numbers: formulas calculate, but color alerts and some dropdowns may not import. Use Excel or Google Sheets for the full experience.

WHO IT'S FOR
Solo therapists and counselors in the United States who take insurance and private pay and want one clear view of income, claims, expenses and quarterly set-asides. It is built around US practice: Schedule C expense lines, IRS quarterly dates and CPT codes.

GOOD TO KNOW
• The set-aside is a savings rule of thumb, not a tax calculation, and the workbook does not file anything or work out what you actually owe.
• The Schedule C mapping and the set-aside percentage are general starting points. Check them with your CPA.

PRIVACY
Client ID codes only. This is an organizational spreadsheet, not an EHR, billing service or HIPAA compliance solution.

NOT INCLUDED
Tax filing, payroll, invoicing, claim submission, macros, or legal, tax or accounting advice. Not tax, legal or accounting advice: consult a CPA or tax professional about your own situation.

INSTANT DOWNLOAD
Your files are available on your Etsy Downloads page as soon as your payment clears. Nothing physical ships.

LICENSE
One license per buyer, for use in your own practice. Please don't resell, share or redistribute the files. Need copies for more than one clinician? Message us before you buy.

DESIGN NOTE
Designed by Sparta Labs. AI tools were used to help build and document this template. All sample data is fictional.

QUESTIONS?
Message us through Etsy. Please never send client information.