Practice Growth Lab Diagnostic Tool

Practice Money Leak Calculator

Find out whether your practice may be losing money through intake drop-off, pricing, cancellations, admin drag, clinician pay, owner pay gaps, or underused capacity.

This tool uses a few practice-level numbers to create a plain-English snapshot. It is not meant to replace accounting advice. It is meant to show you where to look first.

Enter your practice numbers

Use rough averages if you do not have exact numbers. The goal is not perfection. The goal is to see the pattern.

Use completed, billable sessions only. Do not include scheduled sessions, unpaid consults, or appointments that cancelled.
Count calls, voicemails, forms, and emails from prospective clients. Use the same monthly window as your intake count.
Use scheduled intakes if that is what you track. Completed intakes are even better if available.
Use what the practice actually collects on average after insurance/private pay differences.
Enter a percentage. Example: 12 for 12%.
Clinician pay
If clinicians are paid 60% of collected revenue, enter 60.
Include rent, admin, software, marketing, phone, bookkeeping, and other recurring costs.
Use the amount the owner wants the business to support monthly, before personal taxes.
Include the owner only if they are seeing clients in the practice.

Do not enter client-specific information. This calculator uses practice-level numbers only and does not store your inputs.

Your money leak snapshot will appear here. After you enter your numbers, you will see the likely leak, the size of the opportunity, potential problems to check, and one recommended next step.

Your likely money leak is

Cancellation and capacity drag

Your practice may look busy, but cancellations and unused slots are quietly reducing the revenue available for owner pay, admin support, and reinvestment.

Your practice money snapshot

This snapshot connects billable volume, inquiry follow-through, cancellations, clinician pay, fixed expenses, and owner pay. It helps you see whether the issue is demand, follow-up, schedule reliability, margin, or capacity.

Monthly collected revenue $0 Based on completed billable sessions.
Monthly completed billable sessions 0 Uses 4.33 weeks per month.
Completed sessions per clinician/week 0 Helpful for spotting underused capacity.
Inquiry-to-intake conversion 0% 30–50% is normal. 50–70% is strong.
Cancellation/no-show rate 0% Lower is generally better. Review anything above your target.
Clinician pay/payroll $0 Estimated monthly clinician cost.
Fixed expenses $0 Recurring monthly operating costs.
Available before owner pay $0 Revenue after clinician pay and fixed expenses.
Owner pay gap/surplus $0 Compared with your owner pay target.

Estimated opportunity

Small improvements can matter because they repeat every week.

Monthly revenue opportunity $0
Annual revenue opportunity $0

If the practice completed a few more sessions each month, that revenue could support owner pay, admin help, savings, or reinvestment.

What your numbers suggest

These are not final judgments. They are signals that help you decide where to look first.

Potential problems to check

Based on your result, start by checking for these common issues.

    Your recommended next steps

    Compare scheduled sessions vs. completed sessions for the last 4 weeks.

      Save or email your report

      Save a PDF for your records, or enter your email to open a pre-filled email draft with your report summary. No client names, diagnoses, session notes, or protected health information should be entered into this tool.

      Want to stop guessing from memory?

      Practice Growth Lab helps practice owners find the real bottlenecks behind growth, capacity, pricing, owner time, and sustainability, so decisions are easier to manage.

      Talk through your practice numbers

      This tool is educational and directional. It is not accounting, tax, legal, or financial advice. Review major pricing, payroll, tax, and compensation decisions with qualified professionals.