Therapist Bookkeeping Spreadsheet 2026, Private Practice Income Expense Tracker, Counselor Tax Tracker, CE Log | Excel & Google Sheets

Therapist bookkeeping spreadsheet 2026: private pay and insurance income, Schedule C expenses, CE and license tracker, mileage, 1099 check, quarterly set-aside.

WHAT YOU GET (instant digital download)
- Income (1,000 rows): date, client ID (no names), category (private pay, insurance, EAP, group practice as contractor, supervision you provide, workshops), payer, gross, fees or practice split withheld, net and a row check
- Expenses (1,000 rows) and Categories: 30 therapist categories mapped to the 2025 Schedule C (malpractice line 15, office rent 20b, supervision you pay for 17, license renewals 23, CE, EHR and dues 27b, meals at 50%), default business-use % and override, Schedule 1 memo items (health insurance, SEP)
- CE & Licenses: up to 8 licenses and certifications with renewal date, fee, CE hours required per cycle, hours logged this cycle, hours still needed, days to renewal and status; a 200-row CE log; CE cost checked against Expenses
- Mileage (600 trips): 2026 IRS rate by trip date (72.5¢ Jan. 1-Jun. 30, 76¢ Jul. 1-Dec. 31), parking and tolls, standard or actual method switch
- 1099 Check: each payer vs. the 1099-NEC, 1099-MISC (box 6, medical and health care payments) or 1099-K you receive; $2,000 threshold for 2026 payments; 1099-K over $20,000 and 200 transactions
- Monthly P&L, Schedule C and Quarterly: profit by category and month with a chart; lines 1-31 and Part IV; SE tax estimate (15.3% on 92.35%) and set-aside; the four 2026 Form 1040-ES periods and due dates
- Therapist Tips tab and PDF guide: insurance vs. private pay on the cash basis, group-practice pay, CE (IRS Topic 513), privacy

HOW IT WORKS
1. Download the files from your Etsy purchase page right after checkout.
2. Open the .xlsx in Excel, or upload it to Google Drive and open with Google Sheets. No macros, nothing to install.
3. Start on the "Start here" tab, then type in the yellow cells. Grey cells are formulas and recalculate for you. Each workbook comes in two copies: one with sample rows marked "Sample — delete" so you can see how it works, and one blank.

DETAILS
Cash basis: insurance income is what the insurer actually paid (ERA/EOB); contractual write-offs are never income, so they are not an expense either. Fees withheld before a deposit go to line 10. Two copies: Example (a sample counseling practice marked "Sample — delete") and blank.

Important: the workbook does not file claims, calculate depreciation or the self-employed health insurance limit, or prepare a return. The set-aside is a rough estimate (it ignores the standard deduction, credits and W-2 wages). Use client IDs, never names or clinical details. Schedule C line numbers follow the 2025 form.

Last reviewed Oct. 23, 2026. Uses 2026 IRS figures (mileage rates, SE tax, Form 1099 thresholds, Form 1040-ES due dates) with sources listed in the workbook.

General information, not tax, legal or accounting advice. MFA is not affiliated with the IRS or any insurer, EHR or payment company.

Want your practice books reviewed or your return prepared? MFA works with therapists and counselors in private practice. Visit mfa-advisory.com or call (347) 205-4468.

This is a digital product: no physical item will be shipped. Because files are delivered instantly, all sales are final. If a file won't open, message us and we'll fix it.