Expense Justification Calculator

Before you sign up for a new tool, hire or campaign, see how much new revenue, how many sessions and how many new clients it takes to pay for itself.

Solo practiceGroup practice

1Where should we send your results?

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Name Email

2The expense

Potential expenseHow often you pay itNew clients you expect it to bring per monthOptional. Used to estimate payback.

3Your margins

Net profit %Profit after all expenses, as a % of revenue.Direct cost per session %Clinician pay plus per-session costs, as a % of collections.Per-session costs only (card fees, telehealth, etc.).

4Your sessions

Average collection per sessionAverage sessions per clientTarget weekly sessions per clinicianNumber of clinicians

To justify this expense

	Contribution margin	Net profit
Margin used
Revenue needed
Sessions needed
New clients needed
New clients per clinician
Weeks of one full caseload

Use contribution margin when the expense brings in new sessions: rent and salaries don't go up with each added session. Use net profit when the expense doesn't grow revenue and simply has to be absorbed by the business you already have.

Payback

Based on the new clients you expect it to bring each month.

Value of each month's new clients (contribution): —
Value of each month's new clients (net profit): —
Payback (contribution): —
Payback (net profit): —

See your results

Get a copy of your results

We'll email a summary of these numbers to the address you entered in step 1.

How this is calculated

Revenue needed: Expense ÷ margin. It's shown two ways: contribution margin (1 − direct cost %) and net profit %. At a 15% net profit, a $1,000 expense needs $6,667 in revenue. At a 40% contribution margin it needs $2,500, because added sessions don't add rent or admin salaries.
Sessions and clients: Sessions = revenue needed ÷ average collection. New clients = sessions ÷ sessions per client. Weeks of a full caseload = sessions ÷ target weekly sessions per clinician.
Period: Monthly expenses show what's needed each month, annual expenses each year, and one-time expenses in total.
Payback: Each new client is credited with their full lifetime value (sessions per client × collection × margin) in the month they start. Monthly expense: coverage = monthly value ÷ expense. Annual or one-time: months to payback = expense ÷ monthly value.

These figures are planning estimates, not tax, legal, accounting or investment advice.