Fee Setting & Income Planning Toolkit

Figure out exactly what you need to charge to build a practice that actually works for your life.

The Private Practice Pro
Step 1 of 4

Rate-Setting Formula

Let's figure out the minimum rate you need to charge to make your life work: your "I can breathe and pay my bills" rate.

Monthly Expenses
Expense Notes Monthly Amount
Rent / OfficeHome office? Include a portion of rent/utilities
Malpractice InsuranceUsually required, even when pre-licensed
Clinical ToolsEHR, Zoom, secure email, etc.
CEUs / Licensing FeesAdd up annual costs ÷ 12
MarketingWebsite, directories, Canva Pro, etc.
Personal BillsGroceries, utilities, phone, etc.
Loan PaymentsStudent loans, car, etc.
Childcare / TransportGas, bus passes, babysitters, etc.
OtherSubscriptions, gym, therapy, etc.
Total Monthly Expenses $0
Tax Set-Aside (1099 Contractors)
Projected Monthly IncomeYour rough estimate of gross income
Tax Set-Aside RateCommon rule of thumb is 30% (confirm with your accountant)
Monthly Tax Set-Aside
$0
Monthly Savings Goal

Even a small cushion makes a difference. This could be time-off savings, emergency fund, licensing exam costs, or retirement.

Monthly Savings Goal
Session Volume Estimate

Think about what's actually sustainable for you, not what looks good on paper.

Sessions per Week
Weeks per Month You Plan to WorkMost therapists use 4; consider 3.5 for a more realistic average
Monthly Sessions Total
0
(Monthly Expenses $0 + Tax Set-Aside $0 + Savings $0) ÷ 0 sessions
Your Minimum Sustainable Rate
$0
per session, your financial foundation

This is your floor, not your ceiling. Adjust upward based on your niche, specialty, and experience.

Step 2 of 4

Monthly Income Projection

Play with different scenarios to get a clear picture of what you'll actually bring in each month.

Weekly Session Breakdown
Week
Sessions
Rate / Session
Weekly Income
Week 1
$0
Week 2
$0
Week 3
$0
Week 4
$0
Total Monthly Sessions
0
Projected Monthly Income
$0
Step 3 of 4

Sliding Scale Planning

Sliding scale is a kind and thoughtful offering, but only if it's sustainable. Let's find your actual limit.

Set Your Fee Range
Your Full FeeThis is what you charge when sliding scale isn't applied
Sliding Scale FloorThe lowest rate you'll accept
Revenue Impact Map

See how sliding scale affects your monthly revenue at different client volumes.

# Clients
Full Fee
Sliding Scale
Difference
5 clients
$0
$0
-$0
10 clients
$0
$0
-$0
15 clients
$0
$0
-$0
Set Your Sliding Scale Limit

This is your boundary. Boundaries let you keep doing this work without frying your nervous system.

Max Sliding Scale Clients at OnceHow many reduced-rate clients can your practice sustain?
Step 4 of 4

Break-Even Rate Calculator

Simple but powerful. This shows the absolute minimum you need to charge to not lose money on your practice.

Your Must-Cover Numbers
Monthly ExpensesAuto-filled from Step 1
$0
Supervision CostsIf billed separately from your main expenses
Tax Set-AsideAuto-filled from Step 1
$0
Total Must-Cover Amount
$0
Monthly Client SessionsAuto-filled from Step 1
0
Your Break-Even Rate
$0
per session. Charge less than this and you're paying to work.
Your Complete Picture

Income Planning Summary

Here's everything you've calculated in one place. Screenshot or print this to keep as your financial reference.

Your Key Numbers

Monthly Expenses
$0
Tax Set-Aside
$0
Savings Goal
$0
Sessions / Month
0
Min. Sustainable Rate
$0
Break-Even Rate
$0
Projected Monthly
$0
Max Sliding Scale Clients
N/A

There's no perfect number. Your fee will change as your life changes, your clinical skills grow, and your confidence builds. But start where you are, with clarity, not fear.

You're allowed to earn a living. You're allowed to take care of yourself while taking care of others. And you're allowed to charge a fee that reflects the time, energy, and heart you bring into the room.

Kelley