Most therapists in private practice I talk to have the same goal: $100,000 take-home income.
But most set their rate by copying what others charge, or looking at insurance reimbursements. We think there is a better way. This guide walks you through the math and gives you simple tables you can use to choose a sustainable rate.
How the Math Works
- Pick your take-home goal — what you want to earn personally each year.
- Add 30% for business expenses and taxes. This gives your gross revenue target.
- Divide by 48 work weeks (assuming 4 weeks off).
- Divide by your average weekly caseload (kept sessions).
That’s your required session rate.
Rate Table: Base Case
This table shows the session rate needed at different caseloads (rows) and take-home goals (columns). We’ve assumed 48 working weeks and added 30% for expenses and taxes.
| Clients/week | $60k | $80k | $100k | $120k | $140k |
| 26 clients | $62 | $83 | $104 | $125 | $146 |
| 24 clients | $68 | $90 | $113 | $135 | $158 |
| 22 clients | $74 | $98 | $123 | $148 | $172 |
| 20 clients | $81 | $108 | $135 | $162 | $190 |
| 18 clients | $90 | $120 | $150 | $181 | $211 |
| 17 clients | $96 | $127 | $159 | $191 | $223 |
| 16 clients | $102 | $135 | $169 | $203 | $237 |
| 14 clients | $116 | $155 | $193 | $232 | $271 |
Rate Table: With $20k Additional Expenses
If you need to cover your own health insurance, retirement, PTO, or other benefits, add those costs to your gross revenue target. Here’s what the math looks like with $20k extra per year built in:
| Clients/week | $60k | $80k | $100k | $120k | $140k |
| 26 clients | $77 | $98 | $119 | $140 | $161 |
| 24 clients | $84 | $106 | $129 | $151 | $174 |
| 22 clients | $92 | $115 | $139 | $163 | $188 |
| 20 clients | $101 | $126 | $152 | $177 | $203 |
| 18 clients | $112 | $140 | $169 | $197 | $225 |
| 17 clients | $118 | $148 | $178 | $208 | $238 |
| 16 clients | $126 | $158 | $190 | $223 | $255 |
| 14 clients | $144 | $181 | $217 | $253 | $289 |
Rate Table: With 10% No-Show Rate
If you expect a 10% no-show/cancellation rate, you’ll need to schedule more clients to keep the same number of sessions. This table shows the scheduled clients per week required to meet your take-home goal (factoring in 30% expenses + 10% utilization loss).
| Kept Sessions/week | $60k | $80k | $100k | $120k | $140k |
| 26 kept (29 scheduled) | $62 | $83 | $104 | $125 | $146 |
| 24 kept (27 scheduled) | $68 | $90 | $113 | $135 | $158 |
| 22 kept (25 scheduled) | $74 | $98 | $123 | $148 | $172 |
| 20 kept (22 scheduled) | $81 | $108 | $135 | $162 | $190 |
| 18 kept (20 scheduled) | $90 | $120 | $150 | $181 | $211 |
| 17 kept (19 scheduled) | $96 | $127 | $159 | $191 | $223 |
| 16 kept (18 scheduled) | $102 | $135 | $169 | $203 | $237 |
| 14 kept (16 scheduled) | $116 | $155 | $193 | $232 | $271 |
How to Use These Tables
- Pick your income goal across the top.
- Find your caseload down the side.
- The cell gives you your required session fee.
- If you offer benefits or expect no-shows, use the adjusted tables.
Bottom Line
Your fee isn’t random — it’s math. Reverse-engineer from your take-home goal, add expenses and utilization, and you’ll know exactly what to charge to build a sustainable practice.
Run Your Practice Smoothly with Practicepicnic
Figuring out your rates is step one — but keeping your practice profitable means having the right systems in place. That’s where Practicepicnic comes in.
Our all-in-one EHR makes it simple to connect the math you just worked out with the daily operations of your practice: scheduling, notes, billing, and more — all in one place.
Practicepicnic gives you all the tools you need to run your practice. Take a look at our features, or our unique business philosophy, The Picnic Way.