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Caseload gap worksheet

Therapy Practice Caseload Calculator

Two parts. First you enter six numbers about your practice. Then you see what your open slots are worth in a year and how many inquiries it takes to fill them.

For practice owners Six fields No email needed Updated September 2026
Part one

Your numbers

Fill in the six fields below. Use the defaults to try it, then put in your own figures. The fields already hold a set of sensible starting numbers.

Count everyone who sees clients.
Sessions you could add this week without hiring.
Your usual fee for one session.
Most clients come once a week.
How long a client usually keeps coming.
Out of ten people who call or write, how many book.
If you are not sure about a field, leave the default in and see what moves. The answers are yours to change.
The point. An open slot is not a missing client. It is a known amount of money you are not collecting yet.
Part two

What the gap is worth

Six answers, in plain numbers. Each one carries its unit. You always know what it counts and over what period.

$150
per week
What one filled slot earns
$7,800
per year
What one slot earns in a year
$31,200
per year
What your open slots earn in a year
$5,400
per client
What one client pays while they stay
4.3
clients per month
New clients you need
7.2
inquiries per month
Inquiries you need each month
Across 3 clinicians, 4 open weekly slots works out at 1.3 slots each week for each clinician.

These numbers are your own. They update as you type, and they cover one month unless the unit says a week or a year. Nothing is sent anywhere and nothing is stored.

The point. A gap you can price is a gap you can close. Start with the inquiries you need each month.
Reading the numbers

What each answer tells you

Four answers, each with a unit. Here is what each one means for your practice.

One slot, one week

Your session rate. This is what you collect when a single open slot is filled for one week.

One slot, one year

Your session rate for 52 weeks. This is the year of income a single open slot can carry.

All open slots

Every open slot added up for a year. This is the size of the gap you are carrying.

Clients and inquiries

The new clients you need each month and the inquiries that come with them. It uses your own conversion rate.

The maths is short. One slot a week is your rate. A year is your rate for 52 weeks. Clients a month is your open slots times 4.33 weeks, divided by the sessions a client attends in a month. Inquiries is clients divided by your conversion rate.

If you want the wider picture, the walk through guide covers what an inquiry costs and what to measure each month. Read the walk through guide.

Printing this page

Print this page for a clean worksheet. The navigation and the booking band are left off the print out. The fields print with your numbers in them, so you can work on it away from the screen.

Run your own numbers next

The calculator asks four questions about your practice. It shows the inquiries, the clients and the income your spend should produce.

Open the calculator Book a call

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