Many practice owners who tell me they have a money problem don’t.
They have a clarity problem.
When we start digging, I’ll ask a few simple questions:
“How much profit did you make last month?”
“How much cash is sitting in your account right now?”
“What’s your average expense percentage?”
And that’s when the eyes drop.
Because even owners running seven-figure practices often can’t answer with confidence.
They feel successful, but they don’t feel free.
They’re tired, reactive, and always one surprise bill away from panic.
If that sounds like you, this isn’t about working harder or chasing more patients.
It’s about seeing what’s really going on.
When the Numbers Lie
Revenue keeps climbing. The schedule is full. The waiting list is long.
And yet… the cash never seems to stick.
That’s the point when owners start fixing symptoms instead of causes:
“Maybe we need a new marketing push.”
“Maybe I should hire another therapist.”
“Maybe I should just take home less for now.”
None of those solve the real issue.
Because if you don’t see where the money’s going (not the totals your accountant emails once a quarter, but the patterns behind them) you’re flying blind.
A business can look strong from the outside, but under the surface it’s fragile.
Real success isn’t how big the top line gets.
It’s how much control you feel when you look at your books. (Harvard Business Review)
Why You Can’t See Clearly
Let’s be honest. You didn’t start your practice to become a finance expert.
You started it to help people, to build something meaningful.
Nobody ever sat you down and explained how cash flow actually works.
So you rely on instinct. And instinct can only take you so far.
You focus on patients, staff, and marketing because those are familiar.
Numbers? They feel like another language.
Before long, you’re running on assumptions.
You think you’re doing okay because the clinic is busy.
But busyness is not the same as profit.
I Know Because I Lived It
Years ago, my practice looked great on paper.
The phones rang all day. The schedule was packed.
Then one Friday, I checked the account before payroll.
There wasn’t enough to cover everyone.
That moment hit hard.
I was exhausted, stressed, and still couldn’t see where the money had gone.
The truth? I wasn’t running a business. I was running chaos that happened to bring in revenue.
That was the day I stopped guessing and started facing the numbers head-on.
Step 1: Face the Facts
You can’t fix what you won’t face.
Avoiding your financials doesn’t protect you, it keeps you powerless.
Start small. Set aside 30 minutes this week and open your numbers, not the accountant’s report, but your truth.
To make it easier, I have a Simple Financial Dashboard that shows you, in one glance, where your money is really going.
Use it to answer these three questions:
- What’s your real monthly average revenue?
- What are your top five expenses?
- Is your cash balance rising, flat, or dropping month to month?
You’ll be surprised how quickly clarity replaces anxiety once you see everything laid out.
If you want a copy, comment dashboard and I’ll send it your way.
Step 2: Change How You Think About Money
Once you’ve filled in the dashboard, you’ll see your habits in black and white.
That’s where mindset comes in.
Most owners pay themselves last (or not enough) out of guilt or fear.
But when you use the dashboard to visualize what’s actually available, the story changes.
You stop guessing. You stop apologizing for wanting stability.
You start leading from clarity.
Make your owner pay a line item on that dashboard. Not optional. Non-negotiable.
Step 3: Find Your Freedom Number
Now that your data is in one place, you can see the pattern.
Look at your dashboard totals and identify your Freedom Number — the amount your business needs each month to cover expenses, pay you well, and leave a buffer. (SBA.gov)
That number becomes your north star.
No more chasing random goals. No more emotional decision-making.
You’ll know exactly what you’re aiming for — and why.
Step 4: Stop Chasing Volume
Your dashboard will also expose the truth about where your profit really comes from.
You might realize that one service line carries the business, while another drains it.
You might see that a small improvement in cancellations or pricing would free up thousands.
That’s how you grow smarter instead of faster. (McKinsey & Company)
Don’t add more patients. Fix what the numbers are already telling you.
Step 5: Build a Money Rhythm
Clarity doesn’t stick unless you keep checking in.
Set a simple rhythm:
- Weekly: Spend 15–30 minutes reviewing cash in, cash out, and any invoices pending. This keeps you grounded in what’s happening right now.
- Monthly: Open your dashboard and update it with revenue, expenses, and payroll. Look for trends or leaks before they become bigger issues.
- Quarterly: Step back and ask if your profit, owner pay, and growth goals are moving in the direction you want.
That rhythm builds calm. You’ll make decisions based on truth, not gut feeling.
The Real Payoff
When you understand your numbers, something shifts.
You stop reacting to emergencies.
You stop saying yes to things that don’t fit.
You start leading with confidence instead of guessing.
The stress doesn’t disappear overnight, but it loses its grip.
You finally feel in control.
That’s the real definition of profit: control, choice, and calm.
If You Take Nothing Else From This
You are not broke.
You are blind.
Once you see clearly, you’ll make different decisions.
You’ll stop hustling for short-term fixes and start building long-term stability.
Clarity creates confidence.
Confidence creates peace.
And that peace is what you’ve been chasing all along.
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If you’re ready to stop guessing and start taking control of your practice finances, join the Practice Freedom Community.
It’s where real owners talk openly about the money side of business. No fluff, no jargon, just truth and tools that work.
Let’s get you out of the dark.
Because freedom starts with seeing clearly.
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Are you ready for a coach? Join the hundreds of physical therapy owners who are building the practice of their dreams with the support, guidance and direction of a Practice Freedom U Coach. Take the first step towards creating a business that sets you free by scheduling a Discovery Call
