Service cost and break-even calculator

How to use this tool

Use this therapy service cost calculator to compare contribution and break-even visits under an explicit aggregate service mix.

• Enter service fees, direct variable costs and the planned service mix.
• Enter fixed expenses with consistent expense IDs so shared costs are counted once.
• Review contribution and break-even assumptions, change one input at a time and export the report.

Fictional example and how to read the result

A fictional visit charging $100 with $40 of variable costs contributes $60 before fixed expenses. Revenue and contribution are different values.

Break-even estimates depend on your entered cost model. They are not audited financial statements, pricing advice or a guarantee of profit.

Declare the period and classify every cost once

A service row supplies expected completed visits and the net fee actually collected per visit. Variable-cost rows supply costs incurred for each completed visit of the named service. Fixed-cost rows supply totals for the declared period.

Use distinct expense IDs. The calculator rejects reuse among counted costs and excludes reference allocations, so allocating an already counted salary does not subtract it twice.

• Put salaried payroll in fixed costs and truly per-visit labour in variable costs. Enter allocated time as a reference if the underlying cost is already counted.
• Keep currency and planning period consistent across all rows.
• Break-even uses fixed costs divided by contribution weighted by entered visit counts, rounded up.
• Nonpositive contribution cannot cover positive fixed costs. Review excluded accounting items with your accountant before acting on a planning result.

What to enter in each field

• Currency label: Enter a currency label such as CAD. Every fee and cost must use that currency; there is no exchange-rate conversion.
• Planning period: Declare one common period, such as four weeks. Visits and fixed costs must refer to that same period.
• Row kind: Service supplies visits and fee; fixed cost supplies a period total; variable cost supplies cost per completed visit of a named service. Reference allocation is shown but excluded to prevent double counting.
• Service or cost name: Enter a unique service name for service rows or a descriptive expense name for cost rows. Variable cost service labels must match the service name exactly.
• Service for variable cost: Required for variable-cost rows: enter an existing service-row name exactly. Leave blank for service/fixed rows when not applicable.
• Completed visits (service rows): Service rows only: enter whole expected completed visits in the declared period, including 0 when explicitly none. These counts define the weighted service mix.
• Net collected fee per visit (service rows): Service rows only: enter average net collected fee per completed visit in the declared currency, rather than an uncollected list price.
• Cost: period total or per visit: Cost rows only: fixed cost is the whole-period total; variable cost is per completed visit; reference allocation is excluded from calculations. Enter 0 for an explicitly zero cost.
• Unique expense ID (cost rows): Cost rows require an expense ID. Count each underlying expense once across fixed/variable costs; a reference allocation may reuse an ID because it is excluded.

Original fictional example and data fields

Use the editable blank CSV or local import to collect your own de-identified entries. The example below is fictional.

Professional sources and permissions

Original worksheets and arithmetic support recording and planning. Follow the official publisher routes for standardized instruments.

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