Are you setting your therapy rate with confidence or guessing what’s “normal”? Whether you’re an occupational therapist, physical therapist, speech therapist, or mental health professional, knowing how to calculate your rate accurately is key to running a sustainable practice. That’s why we created the Free Therapy Rate Calculator Worksheet to help you determine what you should actually charge based on your expenses, goals, and time.
This simple, step-by-step worksheet helps you uncover your true hourly cost so you can make informed decisions about your rates, whether you’re just starting a cash-based business or reevaluating your current structure. You can download it for free at the bottom of the post.
Why Every Therapist Needs a Rate Worksheet
Too often, therapists set their rates by comparing themselves to others instead of looking at their own financial reality. But your rent, software costs, and schedule are unique — and your rate should be too.
Using a Therapy Rate Calculator helps you:
- Identify your monthly expenses clearly
- Determine how many billable hours you can realistically work
- Set a sustainable hourly and session rate
- Adjust for profit, taxes, and cost of living
- Build confidence when discussing fees with clients
You’ll also gain clarity on what it really takes to operate a healthy business that supports both your clients and your financial wellbeing.
What’s Inside the Free Therapy Rate Worksheet
The Therapy Rate Worksheet walks you through each calculation step by step — from adding up your business expenses to adjusting for cost of living. You’ll fill in sections such as:
- Rent or space costs (or $0 if you work online)
- Insurance, CEUs, marketing, and materials
- Administrative time
- Desired monthly income
- Billable hours per month
Once you input your numbers, the worksheet helps you determine:
- Your break-even cost per hour
- Your desired income per hour
- Your recommended hourly and per-session rates
- Optional cost of living adjustment for your state
More Resources for Private Practice Success
Want to learn more about building a cash-based or hybrid therapy business? Explore these helpful articles from Whole Child Guide:
- The Real Numbers: What Cash-Based Practitioners Actually Earn
- Cash-Based Business Starter Checklist
- Is a Cash-Based Practice Right for You?
- The Power of Professional Collaboration
Each guide provides practical advice, examples, and tools to help you make confident business decisions as a therapist or educator.
Ready to Calculate Your Therapy Rate?
Download your Free Therapy Rate Calculator Worksheet and start building a clear financial picture for your private or cash-based practice. You’ll see exactly how your rate aligns with your goals and where adjustments can make a big difference. Determining your therapy rate shouldn’t be intimidating, it’s empowering. When you understand your numbers, you take control of your income, your time, and your future.
