“I Thought I Was Doing Better!”: What to do When Your PP Numbers Aren’t Good
If you've ever opened your bookkeeping software expecting to feel proud, only to end up staring at numbers that feel more like a gut punch than a gold star, you’re not alone.
Recently, a colleague shared:
"I ran my bookkeeping for the first half of the year, and I was so disappointed by my gross and take-home pay. I thought I was doing better. I feel downright embarrassed and ashamed that I’m not running as successful of a practice as I thought I was, despite feeling consistently full."
Whew. That one hits.
And if you’ve ever felt the same, doing all the things, carrying a full caseload, feeling stretched thin, and still wondering where the money went, let’s take a breath together. Then let’s talk about how to fix it.
Redefine What “Full” Really Means
“Consistently full” feels like a win, until you do the math and realize that your calendar might be full, but your bank account isn’t.
When you open your practice, the only thing you want is to get as many clients as possible. You spend every minute trying to fill all the slots. But in doing that, sometimes we don’t pay attention to all of the numbers. A few years back our accountant ran the numbers on what an actual hour of providing a session costs the practice. She took into consideration all the overhead and staff costs and realized that each session costs us somewhere in the neighborhood of $85 to produce. Translation: those panels reimbursing at $75 a session were COSTING us to provide. Busy does NOT mean profitable.
So, needless to say, some of our lower panels had to go, but then we went deeper and you can do the same. Start with this question: Are my current rates and policies aligned with the life and income I want to have?
Here’s a few more to consider too:
What’s your average rate per session?
How many hours a week are truly revenue-generating?
Are you undercharging based on fear or loyalty?
You can’t fix what you won’t face, and this clarity gives you the power to make decisions that serve you, not just your clients.
Track Revenue Like You Track Progress Notes
You wouldn't wait six months to review a client’s treatment plan, so why wait that long to check your business vitals?
Create a simple, repeatable monthly money check-in:
Income received
Hours worked
Expenses by category
Profit margin
This isn’t about shame. It’s about stewardship. When you make revenue tracking part of your monthly rhythm, you build confidence and spot problems faster. The old business adage, what you track improves, is true. If you find that your revenue could use a reset, check out this workshop for a great place to start.
Stop Running Your Practice as a Solopreneur
One of the most common traps I see for heart-centered helpers is believing we have to figure it all out alone. Therapists are trained to hold space for others, but we rarely give ourselves that same kind of structured support when it comes to running a business.
And that shows up in the form of...
Hidden undercharging
Avoidance of financial tasks
Resentment toward your own success
There’s nothing wrong with you. But there might be something missing from your business model, pricing structure, or systems, and those are fixable.
Whatever you choose, don’t let shame keep you stuck
If this post feels a little too close to home, it’s not because you’re failing. It’s because you care deeply and you’ve outgrown a model that no longer serves you.
Let’s change that.
Each month, I open up a handful of my one-time strategy sessions for therapists to meet with me and review their practice and goals. We can review your numbers, clarify what’s working (and what’s not), and look at ways that you can make meaningful change.
Sign up for a Private Practice Strategy session TODAY and let me help. I’ll take the techniques that have helped us provide over 20,000 sessions and apply them to your mission and for a limited time, get 25% off using the code BLOG25.
You’re not behind, you’re just ready for better.