Begin with take-home income
Revenue is not the same as personal income. Your practice must first cover operating expenses and allow for tax before producing the amount available to you personally.
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Therapist & Coach Caseload Calculator
Find the weekly caseload needed to reach your desired take-home income—and check whether it fits the capacity you want to protect.
1
Your income goal
Start with the amount you want available personally after expenses and your tax allowance.
2
Your fees and expected attendance
Use realistic averages across your full-fee and reduced-fee caseload.
3
Your working capacity
Protect time for notes, preparation, supervision, marketing, breaks, and recovery.
Income without overload
A healthy caseload is about more than filling every available hour.
A weekly client target can be useful, but only when it leaves room for the work surrounding each appointment. Notes, preparation, supervision, communication, marketing, administration, and recovery all consume real capacity.
This calculator starts with the income you need and works backward through expenses, tax planning, fees, cancellations, reduced-fee work, and time off. The result shows whether the numbers fit the maximum caseload you want to maintain.
A realistic capacity includes
- Client-facing session time.
- Notes and preparation.
- Supervision and professional development.
- Marketing and administration.
- Breaks and emotional recovery.
Caseload planning guide
How many clients does a therapist or coach need each week?
Allow for appointments that produce no income
A target of 18 paid sessions may require more than 18 weekly bookings when some appointments cancel without payment. Use actual diary information where possible rather than a best-case attendance rate.
Use the average fee across your caseload
When some clients pay a reduced fee, the useful planning figure is the weighted average collected across full-fee and reduced-fee sessions. This avoids pretending every appointment produces the standard rate.
Set a maximum before chasing a target
If the required bookings exceed your sustainable capacity, increasing fees or changing the wider revenue model may be healthier than adding more appointments. The calculator shows the standard fee required at your chosen maximum.
Understand the numbers
Therapist and coach caseload questions
Use the estimate as a planning conversation, not a rule for how much you should work.
What does required booked sessions per week mean?+
This is the average number of appointments you need in your diary each working week to reach the income goal entered. It includes appointments that may later be cancelled without payment, so it is normally higher than the number of paid sessions required.
Why are booked and paid sessions different?+
A booked session is an appointment reserved in your diary. A paid session produces income through attendance or a collected cancellation fee. The calculator uses your unpaid cancellation rate to estimate how many bookings are needed to produce the required paid caseload.
What should I enter as my desired take-home income?+
Enter the amount you want available personally after the business expenses and tax allowance included in the calculator. You can enter it as a monthly or annual goal. Do not enter gross business revenue.
How should I estimate my unpaid cancellation rate?+
Review a representative period in your diary. Divide appointments that produced no revenue by total booked appointments and multiply by 100. Exclude cancellations where you collected a fee or refilled the appointment with another paying client.
How does the calculator include reduced-fee clients?+
It creates a weighted average fee using your standard fee, reduced fee, and estimated percentage of paid sessions at the reduced rate. For example, if 20% of sessions are £70 and 80% are £100, the average collected fee before cancellations is £94.
What if the required caseload is above my comfortable capacity?+
The result shows the estimated shortfall and the standard fee that may make the income goal possible at your chosen maximum caseload. You could also review expenses, working weeks, reduced-fee capacity, group work, other revenue, or the income goal rather than simply adding more sessions.
Should administrative time be included in maximum weekly sessions?+
Yes. Choose a maximum number of client sessions that still leaves sufficient time for notes, preparation, supervision, marketing, meetings, breaks, and recovery. The field should describe a sustainable capacity, not the largest number you could deliver during a temporary busy period.
Is this tax, financial, or clinical advice?+
No. This is a planning estimate. Actual income and tax depend on local rules, deductions, business structure, benefits, other revenue, and personal circumstances. Use qualified financial, tax, legal, or clinical guidance where appropriate.