Free Resources for Private Practice & Private Pay Therapists
Running a private practice means making financial and business decisions that most therapists were never trained for. These tools are built to change that. Whether you're just starting out, considering dropping insurance panels, or trying to build a practice that actually sustains you — you deserve numbers that reflect your real life, not our best guess. Use these resources for free, at your own pace, and walk away knowing your worth.
Private Pay Fee and Insurance Caseload Calculator for Therapists
Your fee is the number you control. Your caseload is the number that controls you.
If you're private pay, considering the move, or building an out-of-network practice, this calculator finds the fee that covers your real costs, without using reimbursement rates as the benchmark. Work from the top down, starting with your annual income goal, or from the bottom up, starting with what it actually takes to sustain your life. Either way you end up with a number rooted in information rather than fear.
If you're on panels, it runs the same question in reverse, because on a panel you don't set the fee. It's handed to you, and it changes when someone else decides it changes. Add each panel you're on and what it pays, and this insurance reimbursement calculator works out your blended rate across your actual caseload, then how many sessions a week that rate requires. Then it sets that number beside what the same life costs at a private pay fee.
Pick the path that fits your practice. Nothing requires you to do both, and everything you enter carries across if you want to see the comparison.
Need something that calculates what to charge for a three-tier sliding scale, or for a practice holding reduced-fee spots, without ever dipping below your own financially sustainable number? Check out the Accessible Private Pay Toolkit
Both paths use the same numbers. Fill in either method once, and it carries across.
Let's start from the bottom up
Instead of starting with a number you hope to make, this starts with your real life. Enter your actual monthly expenses, personal and business, and we'll work backwards from there. No guessing. No undercharging. Just numbers rooted in reality.
Choose how much breathing room to build in. This buffer protects you from unexpected gaps, slow months, and the unpredictability of running your own practice.
Referral & Retention Audit for Therapists: Understand Where Your Clients Are Coming From
Understanding your session fee is only part of building a sustainable practice. The other part is knowing where your clients are coming from — and why they stay or leave. This free audit helps you take a honest look at your referral sources and client retention patterns so you can stop guessing and start making intentional decisions about how you grow.
Drop your email below and I'll send you the Referral & Retention Audit directly. You'll also join a community of therapists building practices that are financially grounded, burnout-resistant, and built around their actual lives.
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