Bookkeeping spreadsheet for therapists in private practice
Private practice means you are also running a small business. This page covers what to track, how to keep client details out of your spreadsheet, and a free superbill page you can print and use. A second tool is for pre-licensure clinicians who log supervised hours.
What to track
Most of the money questions in a practice come down to four records:
- Sessions. Date, a client ID, session type, CPT code, the fee, and who paid what.
- Insurance claims. What you billed, what the insurer allowed, what it paid, what was denied, and what you need to do next on each claim.
- Expenses. By category, with a receipt number, so the year-end total is a sum and not a search.
- A year-end summary your tax preparer can work from.
Keep client names out of the file
The bookkeeping workbook's own instructions say to use Client ID codes (C001, C002) instead of client names, never to enter full names, SSNs or PHI, and to keep the file password-protected. A spreadsheet is not an electronic health record, and this page makes no claim about HIPAA. If you are a covered entity, check your own obligations.
What a superbill is
A superbill is the itemized sheet a client sends to their own insurer to ask for out-of-network reimbursement. The template in the workbook has provider details, patient details and a services table (service date, CPT code, ICD-10 diagnosis code, description, fee and units) with a total. Whether an insurer reimburses from a superbill is up to the insurer.
Free sample: a printable superbill
Download the free superbill page (PDF, 1 page, US Letter)
A printable version of the Superbill Template tab: blank provider, patient and services fields, with room for 11 service lines and a total. Fill it in by hand or open it in a PDF editor. Use your own details and check what each insurer asks for.
What the paid versions add
Private practice bookkeeping workbook. An Excel file with eight tabs: Dashboard, Session Log, Insurance Tracker, Income Summary, Expense Tracker, Superbill Template, Tax Prep Summary and Instructions. It has room for 500 sessions, 250 insurance claims and 300 expenses. The CPT code dropdown lists five codes (90791, 90834, 90837, 90847 and 90853). The Tax Prep Summary is laid out for Schedule C, but its estimate uses fixed assumptions (self-employment tax of 15.3 percent on 92.35 percent of net profit, and a flat 25 percent for income tax). Treat that as a rough planning figure and review it with your tax preparer.
Clinical hours tracker. For clinicians logging supervised hours toward licensure. You enter hours as h:mm or decimals, and it counts direct client contact, indirect service, individual supervision and group supervision separately. A Progress tab compares your totals with the requirements you set. It includes presets for Texas LPC (22 TAC 681.92) and Michigan LPC, master's (R 338.1774), each read from the rule text on 2026-09-22. For any other board, choose Custom and type in your own numbers. A Sign-Off tab prints one page per month for your supervisor to sign. It holds 2,000 log rows, works in Excel and Google Sheets, and comes with a Quick Start Guide PDF. It does not submit anything to a board. The presets only cover what the cited rule text states, so confirm your requirements with your board and supervisor.
Where to get them
Private Practice Bookkeeping Spreadsheet for Therapists
Excel workbook: sessions, insurance claims, income, expenses, superbill and a year-end summary.
Clinical Hours Tracker and Supervision Hours Log
Excel and Google Sheets. Presets for Texas LPC and Michigan LPC, Custom for everything else.
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